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johnc@iact-africa.com
Test Company
9 January 2020

POPI Clean Desk Policy

Contents
1. Overview 1
2. Purpose 1
3. Scope 1
4. Policy 1
5. Policy Compliance 2
5.2 Exceptions 2
5.3 Non-Compliance 2

1. Overview

A clean desk policy can be an important tool to ensure that all sensitive/confidential materials are removed from an end user workspace and locked away when the items are not in use or an employee leaves his/her workstation. It is one of the top strategies to utilize when trying to reduce the risk of security breaches in the workplace. Such a policy can also increase employee’s awareness about protecting sensitive information. This policy supports compliance with the POPI Act, Condition 7: Security safeguards, as well as the Information Security Standard ISO27001 and Quality Standard ISO9001.

2. Purpose

The purpose for this policy is to establish the minimum requirements for maintaining a “clean desk” – where sensitive/critical information about our employees, our intellectual property, our customers and our vendors is secure in locked areas and out of site. A Clean Desk policy is not only ISO 27001 compliant, but it is also part of standard basic privacy controls.

3. Scope

This policy applies to all employees and contractors.

4. Policy

4.1 Employees are required to ensure that all sensitive/confidential information in hardcopy or electronic form is secure in their work area at the end of the day and when they are expected to be gone for an extended period.
4.2 Computer workstations must be locked when workspace is unoccupied.
4.3 Computer workstations must be shut completely down at the end of the work day.
4.4 Any confidential information must be removed from the desk and locked in a drawer when the desk is unoccupied and at the end of the work day.
4.5 File cabinets containing Restricted or Sensitive information must be kept closed and locked when not in use or when not attended.
4.6 Keys used for access to Restricted or Sensitive information must not be left at an unattended desk.
4.7 Laptops must be either locked with a locking cable or locked away in a drawer.
4.8 Passwords may not be left on sticky notes posted on or under a computer, nor may they be left written down in an accessible location.
4.9 Printouts containing Restricted or Sensitive information should be immediately removed from the printer.
4.10 Upon disposal confidential documents should be shredded in the official shredder bins or placed in the lock confidential disposal bins.
4.11 Whiteboards containing confidential information should be erased.
4.12 Lock away portable computing devices such as laptops and tablets.
4.13 Treat mass storage devices such as CDROM, DVD or USB drives as a potential for risk of loss and secure them in a locked drawer.
4.14 All printers and fax machines should be cleared of papers as soon as they are printed; this helps ensure that confidential documents are not left in printer trays for the wrong person to pick up.

5. Policy Compliance

5.1 Compliance Measurement

The management team will verify compliance to this policy through various methods, including but not limited to, periodic walk-throughs, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
5.2 Exceptions

Any exception to the policy must be approved by the management team in advance.
5.3 Non-Compliance

An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

Source: This document is based on material available at www.sans.org.