All companies have proprietary and confidential knowledge that must be managed properly. This includes internal business procedures, customer lists, research and development records, inventions, product development plans, and marketing plans. Access to this type of knowledge must be controlled to protect the interests of the company. Carefully monitored company policies and procedures are helpful in protecting company assets.
Confidentiality document. An important method of protecting confidential data involves the diligent use of a written agreement, sometimes called a Confidentiality or Proprietary Information Agreement. These documents are signed by anyone who has access to any confidential information of the company. People who can access this type of data include: employees, contractors, suppliers, advisors, investors, board members, and prospective clients. Establish company policy that requires individuals to sign this agreement before any confidential information is disclosed.
Assignment requirement. Additionally, employees, contractors, and similar personnel must sign a written agreement to disclose all innovations, creations, and related information developed as part of their employment or contractual obligation to the company. This document also requires those individuals to assign their intellectual property rights to any innovation to the company. The requirement to assign innovations can be included in an employment contract, assignment document or confidentiality document mentioned above.
Access control. Another method of protecting sensitive data includes controlling access to that data. For example, only those employees, contractors, consultants, or others who need to access this confidential information have proper access. Take care to keep confidential items away from public areas of the company or areas that non-employees visit regularly.