To create a new information management data sharing instance for a contact

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The procedure to create a new information management data sharing instance for a contact is as follows:

  1. Using the global search facility, type in the first few characters of the contact relevant to the new information management data sharing instance 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Click on Contact Details. The Contact Details window is displayed for the current contact.
  4. Click on Data Sharing. The Data Sharing tab is activated.
  5. Click on New Data Sharing. The Contact Data Sharing window is displayed.
  6. Enter the Date shared using the calendar icon (), or type in the value directly i.e. the actual date on which the contact's personal or supplementary information was shared with a third party 2.
  7. Using the Information data tags shared drop-down field, multi-select all data element groups that were shared with a third party, or choose the All option, as required 1.
  8. Use the Details shared field to add contextual data qualifying the precise information that was shared with a third party.
  9. Enter the name of the contractor, partner agency or government body in receipt of the data into the Shared with field provided.
  10. Using the Reason shared drop-down field, select a parameter value to qualify the circumstances surrounding the data having been shared with a third party 3.
  11. Use the Notes field to capture the compatible processing purposes relevant to the sharing of this data with a third party.
  12. Click on Confirm. The data sharing instance is displayed in the Data Sharing History summary table.
  13. Repeat steps 5 through 12 to add further data sharing instances.
  14. Click on Save.


Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 The search facility will automatically return all possible matches for both first name and last name once the Number of characters before an automatic search commences system preference is reached.

2 The permitted date entry format is DD/MM/YY or DD/MM/YYYY.

3 These custom values can be populated by the end user via the general lookup parameter entitled Contact Data Sharing Reasons.


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Information management consent compliance tracking overview

Using the search facility