® 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

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HHM Clean Desk Policy

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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

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Why Privacy and Security Matter

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Information is our clients most Information is our clients most important asset 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.

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Maintaining our clients’ customers’ trust is Maintaining our clients’ customers’ trust is vital to our clients’ business growth. vital to our clients’ business growth. Hence, clients expect Harte-Hanks to Hence, clients expect Harte-Hanks to

process information safely and securely.process information safely and securely.

Business growth for HH will mean more jobs, Job security, More internal

promotions and Additional incentives

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Legislation dictates security and privacy Legislation dictates security and privacy policies and practices for the data we handle.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.

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In most instances, client contracts also mandate In most instances, client contracts also mandate privacy and security practices.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.

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Data breaches are poor public relations for HH Data breaches are poor public relations for HH and our clients, damage consumers and result in and our clients, damage consumers and result in

brand erosion, monetary loss and client lossbrand erosion, monetary loss and client loss

Thus everyone at HH plays a role in successfully Thus everyone at HH plays a role in successfully taking care of HH and HH client data.taking care of HH and HH client data.

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Kinds of Information we protect

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Kinds of Information we protect

•SPI - SPI - Sensitive Personal InformationSensitive Personal Information - Information - Information used for verification purposesused for verification purposes

- SSN or Driver’s license numberSSN or Driver’s license number

-Bank Account Number, Credit Card and debit Bank Account Number, Credit Card and debit Card Number Card Number

- Personal and Health information Personal and Health information

• PIIPII – Personally Identifiable Information – – Personally Identifiable Information – can be can be used to locate, identify or contact an individualused to locate, identify or contact an individual

-Names, addresses, phone or fax numbers, e-Names, addresses, phone or fax numbers, e-mail addressesmail addresses

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Privacy Requirements - Your Role as Associates

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Privacy Requirements - Your Role as Associates

• Each of us must handle information in a confidential Each of us must handle information in a confidential mannermanner

•Maintain a secure physical environment to protect data Maintain a secure physical environment to protect data and physical assets such as computers, our personnel and physical assets such as computers, our personnel and their possessionsand their possessions

•Handle information according to specific procedures for Handle information according to specific procedures for your account your account

- SPI – Never e-mail and avoid printing and writing - SPI – Never e-mail and avoid printing and writing it down it down

- Securely dispose of documents after use - Securely dispose of documents after use

•Maintain a ‘Clean Desk’Maintain a ‘Clean Desk’

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Clean Desk Policy

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Clean Desk Policy

• Compliance with the Clean Desk PolicyCompliance with the Clean Desk Policy

-When leaving your workstation at the end of your shift, it is to be When leaving your workstation at the end of your shift, it is to be cleared of all but the following items:cleared of all but the following items:

Avaya Telephone, HIC cord and HeadsetAvaya Telephone, HIC cord and Headset

MonitorMonitor

KeyboardKeyboard

Mouse Mouse

Mouse PadMouse Pad

Approved Cube notes with HH logosApproved Cube notes with HH logos

Account related paraphernalia e.g. marketing/branding materialAccount related paraphernalia e.g. marketing/branding material

Account specific equipment e.g. test or training equipmentAccount specific equipment e.g. test or training equipment

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Clean Desk Policy


-You may have the following items at your You may have the following items at your work station during your shift:work station during your shift:

Spill-proof drinking container Spill-proof drinking container

Files or documents relating to your work e.g. Files or documents relating to your work e.g. manuals, training material, HR documentsmanuals, training material, HR documents

Non affixed items for personalization e.g. Non affixed items for personalization e.g. framed photos and tagsframed photos and tags

Essential personal items e.g. medications, Essential personal items e.g. medications, sweater or jacketsweater or jacket

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Clean Desk Policy


-At no time may you bring the following onto At no time may you bring the following onto the production floor unless an exemption has the production floor unless an exemption has been approved by the Facilities Manager and been approved by the Facilities Manager and your Account Manager or Directoryour Account Manager or Director

Personal cell phones, PDAs, cameras or other Personal cell phones, PDAs, cameras or other electronic deviceselectronic devices

Bags Bags

Food of any type and liquids in open topped Food of any type and liquids in open topped containers containers

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Clean Desk Policy

• Any Harte-hanks business related or client Any Harte-hanks business related or client confidential material is to either be stored in a confidential material is to either be stored in a locked cabinet or securely destroyed when not in locked cabinet or securely destroyed when not in use.use.

•Personal items brought to the facility or removed Personal items brought to the facility or removed from a work station a the end of the shift are to from a work station a the end of the shift are to be stored in a personal locker.be stored in a personal locker.

•Agents should lock their PCs when they are not Agents should lock their PCs when they are not seated at their work stations and shutdown after seated at their work stations and shutdown after their shift.their shift.

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Clean Printer

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

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Clean Printer

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Clean Desk Policy

• A clean Desk Policy helps us to:A clean Desk Policy helps us to:

- Protect Harte-Hanks, its clients and their - Protect Harte-Hanks, its clients and their customer data customer data

- Protect Harte-Hanks’ physical assets Protect Harte-Hanks’ physical assets

-Maintain a professional, efficient, clean Maintain a professional, efficient, clean and safe working environmentand safe working environment

-Show the right image when clients visit HH Show the right image when clients visit HH facilitiesfacilities

- Reduce the threat to securityReduce the threat to security

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Questions?

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Thank You