To develop an information sharing process based on the legal requirements outlined in the separation agreements and records management best practices, this client engaged Access Sciences.
For our part we identified the due diligence requirements to request information and respond to information requests between the companies, putting them both in a defensible position. Incorporating all of the requirements, we found the information sharing process could be complex for specific information types. To simplify it, we designed a series of forms for both the requestor and the responder accompanied by an interactive information sharing website showing the step-bystep work-flow with call-outs for special information types.
Each request starts with an information request form requiring criteria such as requestor credentials, approvals, type of content, repository, and/or storage location. Certain restricted information – intellectual property, non-public financial documents, employee information – requires additional details and approvals and is treated as a special request. The request process informs the requestor of available information, based on their security and access rights, and limits the amount of time the responder needs to spend fulfilling the request.
Processing and fulfilling information requests requires due diligence on the part of the original owner. Using the information sharing process and forms, the responder is in a supported position to share information outside of the company based on established criteria. The requested information can be provided in two possible ways:
- Duplicating information assets – the owner retains the information and duplicates it for the requestor
- Disposing of information assets through a records transfer – the owner removes the information from its repository and transfers it to the requestor
We worked with the different repository owners to establish recommendations for delivering information outside of the company. Even with separate operating environments, it was easier to provide electronic records since physical records typically required pulling a box from storage.
LEGALLY DEFENSIBLE INFORMATION SHARING
- The information sharing process provided a defensible sequence of steps for requesting, evaluating, and providing information between companies
- Our interactive website helped users understand what information could be requested,
what evaluation criteria needed to be provided, and how information would be delivered
- Our forms ensured the necessary steps were taken, reducing the amount of time and effort needed to complete each request