Clean Desk Policy

Clean desk policies were initially introduced to ensure workspaces were clutter free, making them great looking spaces – ones that would also help increase productivity.  It allowed flexibility of working spaces, making sure desks weren’t purely owned by one person.

With the implementation of GDPR in 2018, it became even more imperative to have a clean desk policy to help keep companies GDPR compliant – ensuring confidential files and information weren’t seen by prying eyes or falling into the wrong hands. 

And now in 2020, a clean desk policy is now imperative – not only to make your business and office compliant with GDPR legislation, but also to make it more hygienic.  If your desk is cluttered with paperwork, post-it notes, mugs and other personal possessions, how can you ensure everything is thoroughly cleaned at the end of the day, ready for any of your staff to use it the following day.

But I’m still working from home – why would I need a clean desk policy?

A clean desk policy doesn’t only relate to those people who are now back in the office.  It’s now becoming clearer that many companies will be adopting new work from home policies for their staff post lockdown.

If you’re one of the many professionals that is still able to work from home, a clean desk policy is not just there simply to provider a clearer space for cleaning.

What would happen if you were to leave a confidential file at home on your desk, and the worst happened – you were broken into and that file was taken?  What would be the legal stance for you, or your company in terms of GDPR?

What if you leave important documents on the kitchen counter and coffee was spilled on them – those ones being the only copy to work from – what do you do?

What if you have an important video call with a colleague or a client and private documents are on display?

A clean desk policy will help you organise your work space – reducing your stress and giving you that peace of mind you need.  With some simple organisation, you can save time finding important documents and know that when you don’t need them, they’re safe and GDPR compliant.

With Flexible Storage Solutions we can offer you Business Document Storage, Financial Document Storage, Legal Document Storage and Medical Document Storage.  We’re fully compliant with GDPR data protection regulations, so you’re in the safest possible hands.  With our online file management service, we can index all of your business documents to make it easy for you to track and retrieve any of your files in storage, allowing you to have your space back at home and adhere to your clean desk policy…..and if the mood takes you, you can give your own workspace a quick wipe down!

The dreaded return to work

So working from home was your dream – no more early starts, the freedom to work in your pyjamas and avoiding the dreaded commute!!

Then lockdown began to ease…

In light of the current situation surrounding Covid-19, it is now more important than ever for those companies who are already open, or beginning to reopen, to implement a clean desk policy, not only for the security of documents but for your own staffs health and safety.

At Flexible Storage Solutions we can help you with the hire of our confidential waste disposal bins.  You can ensure maximum hygiene standards are maintained at all times in the office. A simple slot in the top of the bin allows you to simply drop the documents in, leaving yourself and the bin virus free.  No more office shredders, being operated by multiple people all day. 

We’ll ensure contactless deliveries and collections and replace the waste disposal bags when it’s convenient for you.  GDPR compliance is adhered to at every level; drivers and staff are vetted and DBS checked and your confidential waste has a certificate of destruction for every batch!

The New Normal For Legal Staff

For years now, the push for businesses to implement ‘’work from home policies’’ and practices has been a conversation piece that’s never really taken off. The legal profession is typically slow to change, but being forced into the situation by the global pandemic, it has become clear that legal work can be done effectively and efficiently whilst working from a home office, or the kitchen table.

Due to coronavirus, working from home has rapidly become the chosen way of doing business for many industries, including the law. According to a new study involving legal staff, nearly two thirds  of those who took part want to continue working from home after the lockdown restrictions are lifted. A third stating that not having to commute to the office was the top motivator, followed by not having to sit through so many meetings and a fifth cited the cost saving of not having to travel in daily.

What Happens Post-Lockdown?

Through talking to individuals within the legal profession, it has become clear that work from home policies are indeed going to outlast the pandemic, with many offices remaining empty and even closing, saving on rent, cleaning, parking and more. With this in mind, there are certain aspects of the working from home situation that requires a lot of care around handling confidential documents and the storing of these files.

Having access to a cloud based documentation is great and is very secure, however having physical copies of documentation around the house can cause its own problems. From family having access to the workspace where you complete your work, to the prying eyes and hands of children that can easily misplace something that they may have knocked off your desk or kitchen counter. Storing these documents at home can be overwhelming and can lead to your home office feeling cluttered and disorganised. Admin at home can be a large task too, with the cataloguing and managing of the legal records that you have started to accrue, this can be very time consuming, not to mention frustrating.

Adhering To GDPR Regulations

Legal documents should be securely stored but easily accessible, as some files such as wills will have to be retrieved at an indeterminate point in the future. The introduction of GDPR regulations in 2018 have made it more important than ever to ensure all of your legal documents, files, contracts and records are appropriately stored and easily retrieved.

At Flexible Storage Solutions, we collect, index and store all of your documents and legal records in our specialist archiving centre. Our storage services can be tailored to your specific needs and range from will storage to long-term ‘deep storage’ to an online file management service that gives you full access to manage and retrieve documents via the Flexible Storage Solutions website.

Legal Document Destruction And Confidential Waste

Legal documents and records can build up very quickly. Any files that are no longer useful or have exceeded their retention period will need to be securely destroyed. Do you have a confidential waste bin? Or are some legal documents ending up in a see through recycling bag that goes outside on a certain day of the week? Having a confidential waste bin located in your home office is a great way to ensure that the most sensitive of information and documentation is dealt with in the correct manner. Our team can arrange collection of the bins on a weekly, bi-weekly or monthly basis dependent on your needs

At Flexible Storage Solutions, we can ensure that your confidential documents are professionally shredded with our fully licensed partner company, certification will be issued after every destruction.

By taking advantage of our legal document storage services, you can securely store, track, dispose of and manage all of your legal files without worrying about finding the space in your home office to keep them.