Templates
ITAR compliance manual template

ITAR compliance manual template

You can use this downloadable template to document and manage ITAR-controlled items, roles, and licenses in your organization.

Use this template
or download pdf
ITAR compliance manual template

You can use this downloadable template to document and manage ITAR-controlled items, roles, and licenses in your organization.

Use this template
or download pdf

About the ITAR compliance manual template

Full compliance with International Traffic in Arms Regulations (ITAR) requires businesses to be proactive and vigilant, with systems for meticulous documentation. The ITAR compliance manual template is designed to help you simplify the task of managing controlled data and defense-related exports. Whether you’re in aerospace, manufacturing, or other sectors, this template provides the structure your team needs to maintain compliance and focus on core operations.

This easy-to-use template allows you to clearly define roles, track necessary licenses, and stay on top of regulatory updates. Get started today to ensure your processes align with ITAR requirements.

How to use the ITAR compliance manual template

Follow these steps to integrate compliance into your daily workflow with the template, which you can download as a PDF:

  1. Create your company profile. Start by entering essential company details, including your name, address, and the appointed compliance officer. These fields are editable, allowing for quick updates as needed. This first step sets the foundation for your ITAR documentation and enables role assignments later.
  2. Identify controlled items and technical data. Use the template to clearly mark which products or data fall under ITAR regulations. Make sure your frontline staff and team members know what needs to be tracked and monitored. This way, everyone is aware of ITAR-restricted items and how they should be handled.
  3. Assign roles and responsibilities. Easily delegate compliance tasks by assigning specific responsibilities to your team members. This not only clarifies accountability but also allows for more efficient tracking and management of ITAR-related activities.
  4. Track licenses and approvals. Use the template to track the status of export licenses and any required approvals. Whether you’re a manufacturer or aerospace contractor, keeping this information up-to-date will help you stay compliant and avoid any potential violations.
  5. Monitor and update regularly. ITAR regulations can change, and so can your business operations. Update your compliance manual regularly so you’re always in alignment with the latest rules. Use Lumiform’s mobile app to make edits on the go and keep everyone on the same page.

Customizing the ITAR compliance manual template

The ITAR compliance manual template is fully customizable, allowing you to adapt it to your company’s structure.

Feel free to incorporate terminology based on your industry into the template. For example, if you’re in aerospace, you could include terms related to the specific types of controlled technology your company handles, such as satellite components.

Another option is to use conditional logic to streamline the process. If your team is filling out the template and gives a certain answer, you can set up the form so a follow-up question automatically appears. This allows for a more dynamic form that adjusts to the needs of each project.

You can also leverage multiple input types to capture diverse information. Aside from text input fields, you can use drop-down menus for selecting controlled items, multiple-choice questions, and signatures.

Download Lumiform’s ITAR compliance manual template today

Start using this specialized template to stay on top of your regulatory requirements. With customizable fields and role assignments, the template fits seamlessly into your compliance workflow, supporting your team in efficiently tracking licenses and maintaining accurate records.

Categories

  • Risk management and compliance templates
  • General templates
  • Risk assessment templates
Preview of the template
Page 1
General Information
Company Name
geolocation!!!
Compliance Officer Name
Compliance Officer Contact Information
Regulatory Overview
Provide a summary of ITAR regulations
Describe your company's ITAR compliance policy
Export Procedures
Do you have a process for classifying products/technologies under ITAR?
How do you obtain export licenses for ITAR-controlled items?
What recordkeeping practices do you have in place?
Training & Awareness
Do you provide ITAR compliance training for your employees?
How often do you review and update your ITAR training program?
Do you have a process for communicating ITAR requirements to suppliers/partners?
Auditing & Monitoring
Do you conduct regular ITAR compliance audits?
How do you monitor for and address ITAR violations?
What corrective actions do you take to improve your ITAR compliance program?

Frequently asked questions

What is considered ITAR data?

ITAR data refers to any technical information related to defense articles and services that are controlled under the U.S. Munitions List. This can include blueprints, engineering designs, manuals, and software used in the development, production, or maintenance of defense-related items. Any transfer of such data must comply with ITAR regulations, whether it’s shared physically or electronically.

What are the requirements for ITAR data storage?

ITAR data must be stored in secure environments that prevent unauthorized access, both physically and digitally. Physical data, like blueprints, should be locked and accessible only to authorized personnel. Any electronic files, software, or other digital information covered under ITAR regulations must be secured behind firewalls, encryption, and access controls.

What is the difference between ITAR and EAR compliance?

ITAR governs the control of military-related products and data, while EAR (Export Administration Regulations) covers dual-use items that have both civilian and military applications. ITAR regulations are more restrictive than EAR, requiring stricter handling of technical data and defense items. EAR controls commercial exports, like software or machinery that could be used in both military and civilian contexts.

What are some common ITAR compliance mistakes businesses make?

Some common ITAR compliance mistakes include failing to identify ITAR-controlled products, exporting technical data improperly without proper licensing, or not training employees on the regulations. Another frequent issue is inadequate record-keeping, which can leave businesses vulnerable during audits. It’s also easy to overlook third-party compliance, where contractors or partners mishandle ITAR-controlled items.

How often should I update my ITAR compliance manual?

Your ITAR compliance manual should be reviewed and updated at least every year or whenever there are significant changes in your operations or ITAR regulations. New product lines, partnerships, or changes in team roles may require changes to the manual to reflect updated responsibilities and ensure continued compliance with the latest requirements. Regular reviews also help catch any outdated processes.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.