Are you struggling to balance efficiency with meticulous record-keeping, screening, and security processes in your controlled export operations? Do you feel that your company’s visitor management policy is not up to par with the required compliance regulations, risking compliance violations and losing business opportunities?
If yes, then you’re not alone.
Many organizations involved in controlled goods exports are struggling to streamline their trade compliance, create consistency across the organization, boost credibility, and mitigate vulnerabilities, especially in visitor management.
One of the biggest challenges of implementing a proper visitor management policy is deciphering what’s required of your organization. Controlled goods exports are regulated by various government bodies and statutes, including the Department of Commerce and the Department of State, which have their own trade regulations governing different types of trade, such as International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR). Therefore, educating yourself on the regulations that apply to your operation and complying with them is crucial, and a frequently reviewed and adjusted visitor policy is necessary to remain compliant.
Additionally, complying with trade laws involves detailed screening and time-consuming record-keeping each time someone new enters the premises. It also means creating an auditable trail of the whereabouts of each person on site, including vetted employees, and managing their access to various areas. Accommodating complex flow-down requirements, especially for visiting contractors, and maintaining a competitive edge in the industry are also significant challenges.
So, how can you overcome these challenges and create an effective trade compliance program with a strong visitor management policy? The key is to create, adopt, and implement a compliance program that is tailored to your business, clearly documented in writing, regularly reviewed/updated, and fully supported by management. This requires a trade compliance team that works closely with C-suite executives and those in charge of security, health, and safety to ensure that all regulations governing the operation are being met and recorded.
Thankfully, there is a robust solution to address your organization’s trade compliance needs and minimize visitor management risk factors. OCR’s Visitor Management Software (VMS) is powerful, customizable, and can stand up to government requirements in the controlled goods space. It ensures compliance with trade regulations, creates a consistent, professional, and on-brand experience across your locations, and minimizes security threats, allowing your operations to go on without risking costly violations.
Some noteworthy features of OCR’s VMS software include automated watch-list screening, an all-in-one solution that owns the data and screening tool built into the software, visitor pre-registration, visitor management dashboard, visitor badge printing, visitor notification alerts, visitor check-in and check-out, and visitor reports.
In conclusion, trade compliance is attainable if you have a strong visitor management policy in place. With OCR Global Trade Management’s Visitor Management Software, you can streamline your visitor management policy and comply with trade regulations while maintaining your organization’s efficiency and profitability.
