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HHM Clean Desk Policy

HHM Clean Desk Policy. Clean Desk Policy : What Will You Learn. Importance of Privacy and Security The kinds of information we protect Privacy Requirements - Your Role as Associates How to comply with the Clean Desk Policy How to maintain a clean printer. Why Privacy and Security Matter.

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HHM Clean Desk Policy

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  1. HHM Clean Desk Policy

  2. Clean Desk Policy : What Will You Learn • Importance of Privacy and Security • The kinds of information we protect • Privacy Requirements - Your Role as Associates • How to comply with the Clean Desk Policy • How to maintain a clean printer

  3. Why Privacy and Security Matter

  4. Why Privacy and Security Matter Information is our clients most important asset That is why Harte-Hanks handles its clients’ information and their customer’s information with utmost security making sure that it is protected and used only for its intended purpose.

  5. Why Privacy and Security Matter Maintaining our clients’ customers’ trust is vital to our clients’ business growth. Hence, clients expect Harte-Hanks to process information safely and securely. Business growth for HH will mean more jobs, Job security, More internal promotions and Additional incentives

  6. Why Privacy and Security Matter Legislation dictates security and privacy policies and practices for the data we handle. - US Federal and state legislation mandates that it’s the American consumer’s right that his personal, health and financial information be protected by companies, organizations and agencies that use them specially for business purposes.

  7. Why Privacy and Security Matter In most instances, client contracts also mandate privacy and security practices. Companies doing business with HH trust that we have privacy and security guidelines in place to protect their interests and information. Our clients also expect we can comply with their information and security requirements.

  8. Why Privacy and Security Matter Data breaches are poor public relations for HH and our clients, damage consumers and result in brand erosion, monetary loss and client loss Thus everyone at HH plays a role in successfully taking care of HH and HH client data.

  9. Kinds of Information we protect

  10. Kinds of Information we protect • SPI - Sensitive Personal Information - Information used for verification purposes • SSN or Driver’s license number • Bank Account Number, Credit Card and debit Card Number • Personal and Health information • PII – Personally Identifiable Information – can be used to locate, identify or contact an individual • Names, addresses, phone or fax numbers, e-mail addresses

  11. Privacy Requirements - Your Role as Associates

  12. Privacy Requirements - Your Role as Associates • Each of us must handle information in a confidential manner • Maintain a secure physical environment to protect data and physical assets such as computers, our personnel and their possessions • Handle information according to specific procedures for your account • - SPI – Never e-mail and avoid printing and writing it down • - Securely dispose of documents after use • Maintain a ‘Clean Desk’

  13. Clean Desk Policy

  14. Clean Desk Policy • Compliance with the Clean Desk Policy • When leaving your workstation at the end of your shift, it is to be cleared of all but the following items: • Avaya Telephone, HIC cord and Headset • Monitor • Keyboard • Mouse • Mouse Pad • Approved Cube notes with HH logos • Account related paraphernalia e.g. marketing/branding material • Account specific equipment e.g. test or training equipment

  15. Clean Desk Policy • Compliance with the Clean Desk Policy • You may have the following items at your work station during your shift: • Spill-proof drinking container • Files or documents relating to your work e.g. manuals, training material, HR documents • Non affixed items for personalization e.g. framed photos and tags • Essential personal items e.g. medications, sweater or jacket

  16. Clean Desk Policy • Compliance with the Clean Desk Policy • At no time may you bring the following onto the production floor unless an exemption has been approved by the Facilities Manager and your Account Manager or Director • Personal cell phones, PDAs, cameras or other electronic devices • Bags • Food of any type and liquids in open topped containers

  17. Clean Desk Policy • Any Harte-hanks business related or client confidential material is to either be stored in a locked cabinet or securely destroyed when not in use. • Personal items brought to the facility or removed from a work station a the end of the shift are to be stored in a personal locker. • Agents should lock their PCs when they are not seated at their work stations and shutdown after their shift.

  18. Clean Printer • As best practice, no documents should be left unattended on or around the shared printer. Documents found unattended during pre-defined daily monitoring audits should be destroyed.

  19. Clean Printer

  20. Clean Desk Policy • A clean Desk Policy helps us to: • - Protect Harte-Hanks, its clients and their customer data • Protect Harte-Hanks’ physical assets • Maintain a professional, efficient, clean and safe working environment • Show the right image when clients visit HH facilities • Reduce the threat to security

  21. Questions?

  22. Thank You

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