What is ITAR?

When you’re governed by ITAR, compliance isn’t just a checklist—it’s your license to operate. You can’t afford to let the wrong person into the wrong room. Securing your space, verifying who’s coming on site, and keeping detailed visitor records is mission critical.

And it all starts at your front door.

With recent updates to ITAR, having the right systems in place matters more than ever. In this post, we’ll break down what ITAR covers, who it applies to, and how tools like visitor management systems can help keep your business compliant.

What is ITAR—and why does it matter for your workplace?

The International Traffic in Arms Regulations (ITAR) is a set of U.S. regulations that control how defense and space-related items—like military gear or technology—are made, sold, and shared. These items are listed on the U.S. Munitions List (USML), and the State Department’s DDTC is in charge of who’s allowed to handle them. It’s up to each company to put the right safeguards in place—and that’s where things can get tricky.

Who needs to comply with ITAR regulations?

If you’re in one of these industries, then ITAR regulations apply to you:

1. Defense and aerospace. Manufacturers and suppliers of military equipment, aircraft, and defense systems.
2. Technology. Businesses developing or providing software and technologies related to defense or military applications.
3. Engineering and manufacturing. Those producing components or systems used in defense or aerospace industries.
4. Research and development. Organizations engaged in research for military or defense technologies.
5. Export and logistics. Businesses involved in the export, shipping, or transport of defense-related goods and services.

Who oversees ITAR compliance?

The DDTC, a division of the U.S. Department of State, is in charge of regulating the export and import of defense-related materials and services covered by ITAR. Their job is to protect U.S. national security and foreign policy. That includes taking actions like these:

• Reviewing and approving export license applications
• Conducting audits and investigations to confirm compliance
• Developing export control policies
• Enforcing ITAR through penalties and sanctions for violations

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How ITAR classifies defense-related items

ITAR sorts defense-related items into 21 categories on the U.S. Munitions List, grouping them by type and purpose. This helps spot and control technologies that could be risky if they fall into the wrong hands. To keep things safe, ITAR requires strict export licenses and compliance checks.

What kinds of military gear and tech fall under ITAR?

The items, services, and technical data ITAR covers are specifically designed for military use and include:

• Firearms and ammunition. Rifles, pistols, machine guns, and related ammo
• Missiles and rockets. Guided missiles, rockets, and their parts
• Military vehicles. Tanks, armored vehicles, and military-grade aircraft
• Electronics. Military communication systems, radar equipment, and advanced technologies
• Software and technical data. Encryption software, designs, blueprints, and other defense-related information
• Naval vessels. Warships, submarines, and their systems
• Defense services: Assistance or training in the use, design, or production of defense items

In short, if it’s built for military purposes, chances are ITAR applies.

When can you skip the ITAR license? Understanding exemptions

Some defense-related exports don’t need a license. ITAR exemptions let you move certain goods or services—like small-value items or temporary imports—without extra paperwork.

These exemptions make it easier to export low-risk items without needing DDTC approval.

Breaking down ITAR license exemptions: What you need to know

ITAR exemptions are outlined in Parts under the ITAR provisions. Here’s a quick look at what the exemptions cover and who needs to follow them.

Part 123: Export or temporary import of defense-related items

• Temporary imports. Unclassified U.S.-origin defense articles for servicing, like repairs or testing, are exempt.
• Small-value exports. You can export items under $500 to authorized users (not distributors), with up to 24 shipments a year allowed.
• General rules. You can’t export to embargoed or sanctioned countries, and some exemptions might need congressional approval. Also, businesses have to file Electronic Export Information (EEI) with the consignee’s name matching the final user.

Part 124: Defense services

• Training exemptions. Basic training on legally exported defense articles doesn’t need approval. NATO countries (plus Australia, Japan, and Sweden) are exempt from license requirements for training and military services.

Part 125: Export of technical data

• No license is required. You can share technical data with U.S. persons without a license, as long as it’s not related to developing or producing defense items.
• Restrictions. If you’re sharing classified data, you’ll need to follow the U.S. Department of Defense’s security rules. Unclassified data can be shared with NATO nationals in select countries (e.g., Australia, Sweden, Japan).

Part 126: U.S. Government & country-specific exemptions

• U.S. Government requests. Defense items or services requested by U.S. agencies don’t require licenses—but you still have to file an EEI for export clearance.
• Country-specific exemptions. Canada, the UK, Australia, and NATO nations can receive certain defense goods and services without permanent or temporary export licenses.

The real risks of ITAR violations: fines, penalties, and more

ITAR violations don’t just come with hefty fines—they can put your entire business at risk.

1. Civil fines as high as $500,000 per violation
2. Criminal fines of up to $1,000,000 and 10 years imprisonment per violation
3. Debarment or loss of export licenses, which could mean losing your ability to do business as a government contractor

How visitor management technology makes ITAR compliance easier

Say a foreign national shows up for a facility tour. Without the right system, that visit could trigger a violation. With a visitor management system (VMS) like Envoy, compliance checks happen automatically behind the scenes. The result? Streamlined workflows, accurate records, and less risk—without slowing anyone down. Here’s how a VMS can help:

• Customizable sign-in flows. Set up check-in workflows to collect the right information and legal docs from each visitor. Non-citizens, for example, might see a different set of questions than U.S. visitors—and may need to sign NDAs or compliance forms to confirm they understand ITAR rules.
• Screen visitors automatically. Instantly check guests against blocklists and watchlists to keep unauthorized people out. This is key for ITAR, which limits access for foreign persons unless they have special approval.
• Auditable digital records. Automatically log who came in, when they arrived, and who they were there to see. These records create a clear audit trail—something ITAR requires. For example, companies may need to confirm each visitor’s citizenship status and have them sign NDAs or Technology Control Plan (TCP) briefings. 
• Access management. Control who can enter restricted areas with help from physical access control integrations. You can tailor access levels for both visitors and employees based on what’s handled in each space.
• Minimized human error. Automate time-consuming tasks like screening and record-keeping to reduce mistakes. That means accurate logs, proper ID checks, and workflows that help keep you aligned with ITAR.

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Compliance starts where visitors do: at your front desk. See how Envoy helps you stay audit-ready—before visitors even sign in with our recent eBook, “Enhancing compliance and security with Envoy."