Visitor Management NDA

Visitor Management NDA

Visitors to Sign a NDA Prior to Access?

NDA non disclosure agreement electronicMany corporations are moving towards having all visitors and contractors sign a nondisclosure agreement prior to arrival at their offices. Requiring visitors to sign NDA’s is good in theory, however it is vital to recognize the challenge it creates when handled manually. Many building security teams already have more tasks than they can handle, which distracts them from their primary mission of keeping the facility safe. Manually checking in visitors is a time consuming process, and add to that the need to manually check that every visitor that walks through the door has a valid NDA in the system, and frustration for both the team, and visitors ensues.

The ideal solution is to integrate iVisitor and iSiteAccess™ into existing facility security systems. These SaaS visitor management systems from industry-leading Veristream are efficient and take much of the existing burden off of security teams when it comes to checking in visitors. Both of these systems can be customized to require the automatic verification that an NDA is on file for each visitor. In the event a visitor checks-in, and there is not a valid NDA on file, the visitor can be denied access until one is signed.

If the process of verifying an NDA is not automated, security personnel are left to search through paper files, call hosts or the HR department for verification, or search through the computer network. Any of these three ways is not ideal and can lead to significant delays for all visitors. In addition, some people that have not signed an NDA, will slip through, putting confidential or proprietary information at risk. It is imperative today to protect this information from individuals that may abuse the information. While an NDA doesn’t guarantee that information obtained onsite isn’t misused, it does help to dissuade the misuse of information.

In addition to verifying NDA’s prior to allowing visitors access on site, iVisitor automatically verifies that Certificates of Insurance are valid for each contractor or subcontractor that arrive onsite to work. Just like with the NDA, in the event that a contractor has not provided a valid COI or the COI on file has expired since their last visit, they can be denied access to the property. Together, the NDA and COI scanning can help to reduce potential liability and protect proprietary information onsite. While visitors may only be required to provide an NDA, most contractors should be required to provide both of these documents prior to their arrival.

In the corporate environment where employees travel to different facilities, NDAs can be required. Often in an enterprise environment, different properties have different security protocols. For example, if a corporate office employee travels to the offsite product development facility, they can be required to sign an NDA that covers what they see at that property. While the vast majority of employees know what they can and cannot relay about internal corporate matters, it can be helpful to bring to their attention certain subjects they may not discuss.

Visitors, contractors, and even employees visiting from other properties can be required to sign an NDA prior to access to the building. Manually managing these documents is time consuming, and simply cannot be guaranteed to be accurate 100% of the time. However, when automatic scanning for this document is handled by iVisitor, the security of proprietary information dramatically increases.

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