When an employee assigned to product development leaves the company to work for a rival firm, it is natural for the company to become concerned about classified information leak. Companies must protect information about their product development carefully from competitors. What measures should they take to prevent confidential information breach?
A common measure to protect technical data or trade secrets (hereinafter, “confidential information,”) is to establish rules regarding information management or to make employees submit a letter of commitment. But the important thing is to instruct their employees not to divulge confidential information.
It is also helpful to limit the number of employees who can access confidential information. For example, when a company introduces a new production line including superior equipment or alignment, the company may limit the number of employees who can access the information about the system and also make it difficult for such employees to take confidential information out of the company. It is not always necessary to provide the entire manufacturing department with full knowledge about the new production line from the beginning.
To prevent employees from taking out confidential information, companies can also prohibit smartphones or other devices with a camera in the factory or require employees to use a transparent bag to bring personal objects into the factory.
In the case an employee who served a central role in product development leaves the company, the risk of data breach must be reduced by various measures. Firstly, it is effective to sign a pledge of confidentiality, not only when an employee joins or leaves the company, but also when a new development project is started. Additionally, companies may require employees to sign a non-competition agreement. Especially if leading members of product development had access to the company’s “lifeline” information, signing a non-competition agreement is vital.
Secondly, when an employee notified the company about retirement, it is important to limit access to internal information, collect the entry pass and delete the employee’s account from internal systems at appropriate timing. If the company fails to take such steps, it might be held responsible in the case of information leak. The risk of data breach can be reduced by limiting access to important information at the earliest possible time.
Thirdly, it is important to establish a friendly work environment and maintain relationship of trust with employees for preventing employees from compromising information, causing trouble to the company. Companies must avoid a situation where an employee divulges information intentionally at all costs. Please consider what measures are appropriate for the company.
