What is ITAR and Why is it Important?
ITAR (International Traffic in Arms Regulations) is promulgated pursuant to the Arms Export Control Act (22 USC sec. 2751). This is the authority by which ITAR is enforced.
The regulations themselves are programmed to restrict and control the import and export of defense and military-related items, technologies, and services.
The impact of this regulatory goal is that any item or service subject to the regulations must be included on the United States Munitions List (USML), compiled, and maintained by the State Department, which is responsible for the administration of ITAR.
ITAR is implemented by the State Department’s Directorate of Defense Trade Controls (DDTC). Items listed on the USML may be shared only with a U.S. citizen who is geographically located in the United States. Any deal involving a non-US person requires either authorization or an exemption from the DDTC.
The penalties for ITAR violations, both criminal and civil, are substantial. Criminal penalties may include fines of up to a million dollars per violation and 10 years’ imprisonment, while civil fines can be as high as half a million dollars per violation. Failure to comply with ITAR may also damage an organization’s reputation and ability to conduct business. The State Department maintains publicly available records of all penalties and violations dating back to 1978. Lastly, organizations and individuals run the risk of being completely debarred from exporting defense-related services and items.
Naturally, that means controlling the flow of information and understanding exactly who has access to information and what they can do with that access is vitally important for any company subject to ITAR.
FileCloud for ITAR
FileCloud is a secure Enterprise File Sharing and Sync (EFSS) solution that offers file storage, access controls, and data governance tools. When using FileCloud for ITAR, the platform can be tailored specifically to support organizations who deal with ITAR- and EAR-regulated data. It offers multi-layer data security, fine-tuned administrative oversight, and advanced recordkeeping capabilities.
FileCloud can also be deployed to suit existing infrastructure or requirements; companies can self-host FileCloud Server on-premises or in a private cloud. Alternatively, a SaaS offering, FileCloud FedRAMP, is available, specifically architected to support U.S. Federal workflows, authorized at Class D FedRAMP Certification.
Basic Principles to Secure ITAR Data
- Search and Secure Sensitive Data – FileCloud’s Smart Classification Engine automatically sorts content into logical categories within minutes. Automate sensitive data discovery with simple rules that make sense to you.
- Granular Permissions for Users – In addition to powerful auditing features, FileCloud also offers detailed information about downloaded files, user shares, user logins, active users, DLP violations, and statistics for file movement.
- User Data Access Control – FileCloud offers private-only, time-limited, and view-only access for sensitive documents. You can prevent downloads and configure custom sharing options with FileCloud’s Smart DLP capabilities and document tags.
- Audit Reports – With our admin portal, administrators can easily filter and select levels of granularity for audit logs and custom reports.
Features of FileCloud for ITAR Compliance
Own & Control Enterprise Data
Self-host FileCloud Server to maintain complete control over data. Admins can manage inbound and outbound network traffic, check detailed audit logs to see who accessed the files, and more.
360° Data Security
FileCloud provides multi-level, 360° data protection Data Leak Prevention capabilities. Our simple, flexible, and rule-driven system, Smart DLP, prevents accidental data leaks from end-users and protects sensitive data from unauthorized sharing or exfiltration.
Record Management
ITAR requires that records of transactions and information be maintained for five years from the expiration of the export license or other approval. In the case of an export license exemption, this would be from the date of the transaction.
FileCloud offers content lifecycle management with flexible retention and archival schedules to meet ITAR record management requirements.
Access and Authentication
Enable secure access to enterprise data from anywhere using any device – without a VPN. FileCloud offers multiple ways to access your organization’s files securely: web browser, a sync client, a desktop client, and mobile apps.
Authenticate with Active Directory or create new accounts with FileCloud. 2FA, SSO, and Smart Card Authentication are supported across all clients (Web, Desktop, and Mobile apps). For specific file and folder sets, both admins and users can control access by setting expiration and granular file permissions. Admins can also revoke data access to users and devices through remote device management.
A Review of ITAR Features from FileCloud
FileCloud’s robust security features support compliance with ITAR document security requirements. Here is a quick recap of ITAR support capabilities within FileCloud:
• Complete, independent control over your content
• Supports NIST password standards
• Multi-factor authentication
• Smart, automatic classification of documents according to sensitivity
• Smart Data Leak Prevention
• Control access based on IP filters
• Realtime activity-Audit
• U.S.-based infrastructure operated by U.S. Citizens in the U.S.
Conclusion
Secure file sharing infrastructure is critically important to business operations when it comes to complying with ITAR. However, organizations still need to maintain collaborative efficiency between defense contractors, supply chain vendors, government project managers, and key stakeholders; otherwise, the very purpose for their operations would be thwarted.
When the stakes are as high as national security, it’s vital for companies to source the right tools for data governance and collaboration. FileCloud provides a secure, customizable, and responsive platform that defense contractors and other organizations can rely on as part of their ITAR compliance strategy.
See how FileCloud can work for your organization:
Ccheck out our on-demand demo or request a custom tour.
By Team FileCloud