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How Can NDAs Contribute To Increase Office Security?

Published on 05 October 17

Nowadays, businesses are taking steps toward securing the confidential information of their companies. They have understood that the security aspect can get improved when there is a reliable and simple way to let visitors properly check-in to meet the concerned person. This step is necessary because there are many ways through which company’s sensitive information can be exposed to the visitors.

But there are some companies who are taking this step a bit further. They are making their visitors sign-in an NDA, Non-Disclosure Agreement, while they check-in. In this way, even if anyone sees or hear something confidential, then that company will have some legal recourse.

Some visitor management programs such as iPad receptionist app have put the legal documents like NDAs at fingertips of front desk staff. Hence, it is easier to collect the signatures as well as securely store them.

But the question here is: should every company adopt this NDA feature in its visitor management program? There are some industries where NDAs are necessary. On the other hand, this aspect may seem a harmless extra precaution but could have some blowback too.

If you are also thinking about adding this feature in your visitor management program, then here is what you must know

What Is NDA?

NDA, nondisclosure agreement, is used to protect the trade secret of a company. Trade secrets is the legal term used for the confidential information which is valuable for a business.

NDAs also help to formalize a relationship between two parties as the confidential one.

In other words, NDAs state that the companies are allowed to take the legal actions against the person who shares any private information which he or she has agreed not to. It doesn’t matter whether they are giving it to others, using it for his own, or being careless with the information that results in falling into the wrong hands. Companies can also specify the potential legal action terms like where it takes place and who is going to be responsible for paying the legal fees.

NDAs sometimes also known as the confidentiality agreements. It typically contains some elements, such as:

1. The definition of an information which is needed to be kept confidential. This may be tricky as the information is not being described, but some general description such as product designs or programming does the trick

2.The possible list of the things which are not considered as confidential. The law clarifies that the certain things can’t be kept private, and these type of areas must be get noted

3. The description of the duties and obligations of the person who is signing the NDA. this will list specifically those points what is expected

Moreover, the end date for that agreement and any other provisions which are required in the situation must be included too. Usually, employees and contractors use the NDA most. Companies expect that NDAs, in addition to the non-compete agreements, would prevent their staff from exposing their secrets and skills to the competitors.

Whereas, entrepreneurs or inventors request the NDA signatures from their potential advisors or investors for keeping their business ideas under wraps. Companies also request an NDA when they share their inner workings with buyers as well as other consultants.

Businesses which have security concerns may need an NDA from anyone who walks into their buildings. This practice is most common at the companies which rely on the tech secrets and have a lot of leverage.

Benefits Of NDAs

There are certain benefits of adding NDAs to the visitor’s check-in process. You can ask the lawyer about the NDA. You have to make sure that you will find a well-versed attorney who knows all the laws.

If you enact NDAs strategy as an important part of your overall strategy for educating your visitors as well as your staff about their duties and responsibilities when it comes to security, then it will be very clear to everyone that you are making efforts for keeping your secret safe.

You can also consult everything with your lawyer and ask about whether the non-disclosure language can be added to your general visitor access policy, or not.

A visitor access policy typically specifies aspects like proper use of WiFi, restriction on videography or photography, and other guidelines that visitors should observe like the need to wear the badge.

With this information, you can add NDA to any of your programs such as iPad visitor management app, as per your business information, requirements, and security aspect.

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