The same few principles run through every guide
Whatever the process, the questions are similar: who needs to read what, whether they may keep copies, how long they need access, and what record you will want afterwards. Answering those four questions before you send anything saves most of the trouble.
- Put each outside party in its own group, so it sees only the folders meant for it.
- Make personal and commercially sensitive material view-only, so readers see watermarked pages and never receive the original.
- Ask visitors to accept your confidentiality terms before they enter.
- Track requests on a list rather than in email, so everyone can see what is outstanding.
- Give access an end date, and close it when the matter is done.
- Keep a record of every view, download and change.
ShareAndGo does each of these. It is part of MyAndGo, so one login takes you across ShareAndGo for data rooms, SignAndGo for e-signing and BookAndGo for booking.
Each guide starts with the documents a process usually involves, then sets out a practical way to share them: how to structure the folders, who goes in which group, what to keep view-only and how to close access at the end. Where a New Zealand body is relevant, such as Inland Revenue, the Companies Office, Land Information New Zealand or the Office of the Privacy Commissioner, the guide says so. Pick the process closest to yours and adapt the checklist with your adviser.