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A company's trade secrets can be best protected by rolling out confidentiality policies. Here are some tips for managers.
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Easy Small Business HR 1
Small Business Employee
Policies Series: Employee
Confidentiality Policy
Special Report From: EasySmallBusinessHR.com
Do You Need An Employee Confidentiality Agreement?
Some things to think about when considering whether or not to
implement an employee confidentiality policy for your business:
Do some or all of your employees have direct access to
sensitive or proprietary information?
Is the information that your employee is exposed to of
interest to a competitor?
Will the information, if leaked or handled carelessly,
negatively impact your customers, clients, or company?
Easy Small Business HR 2
Regardless of the type of information, will it be a
potential hardship to the organization if the information is
used inappropriately?
If you can answer yes to even one of these questions, then you
should seriously consider creating a confidentiality policy for
your company.
The confidentiality policy should summarize your company’s
expectations and your employees’ responsibilities when
handling confidential or proprietary information. Some tips for
creating your policy:
Summarize what constitutes as confidential or proprietary
information for your company. For most businesses, this
may include financial, personal or demographic
information, as well as specific proprietary information.
Describe the importance of how the information should
be handled and be sure to communicate to your employees
your company’s criteria. For example, if it is critical that
personal or business files not be left in an easily accessible
area such as a desk or in public place, or, if employees are
required to log off of their computers before leaving their
work areas make sure that staff are clear about these
specific requirements.
Easy Small Business HR 3
Highlight the fact that the policy is a summary of
information. Emphasize that it is expected that employees
check in with their supervisor, or the appropriate
administrator if there is any question about whether the
information that they are handling is confidential, or if the
employee has any questions about how the information
should be safeguarded.
Have employees sign your confidentiality agreement and
place the signed agreement in the employee’s personnel
file.
Include the confidentiality agreement in your orientation
process. Have all new employees review and sign the form
during the period of time that the employee is completing
other new hire paperwork.
Make sure that the employee confidentiality agreement is
posted on your internal website and in any company policy
and procedure or employee manuals.