<p>I have to change the facts, as you know, to protect whomever. This is more or less the idea. A business associate asked me to supply a duplicate copy of a contract that had been signed a while ago, because it was inconvenient for the associate’s to procure their own copy from their own files. The services under the contract will be winding down soon. Could there be a sneaky aspect to this?</p>
<p>I am guessing that the need is because the associate lost theirs and now needs yours for their files. If you were involved with the contract I would give it, if you weren’t then tell them you need to check with the boss to get their guidance in the matter, b/c in the end if it is sneaky, than your butt is on the line. Is this associate worth your name being put into the middle?</p>
<p>In an era of document management via computer files this is extremely fishy.</p>
<p>Why does your associate need a hard copy of a signed document? For that matter, the file should already be on a hard drive somewhere.</p>
<p>It sounds like a fishing expedition for data to which the requester is not privy,i.e. the names of the people who signed the contract or priceing information.</p>
<p>You are possibly about to become embroiled in a salary and or political battle. If the associate has the power, either officially or unofficially, to compel obediance, then you are stuck.</p>
<p>Provide the copy without the signatures/data?</p>
<p>I would also be curious if the contract is something the associate should have or is permitted to have. If it is, it’s hard not to provide an extra copy. If it’s something from another department and not really his business then that is a different thing.</p>
<p>Thanks for the replies so far. I can’t really say more about the actual situation, but you have given me some things that are food for thought.</p>
<p>Could they be trying to find out if YOU have a signed copy? Who would be disadvantaged if no copy around? Tell your boss.</p>
<p>
Generally, I’ve found that if you are asking the question, the answer is usually Yes. There’s something that disturbs you. You just might not know what it is.</p>
<p>Listen to your gut. Saying no can’t get you into too much trouble. Saying yes might.</p>
<p>I still say that if it is true that they should have a copy of it in their own files(post1) and if you are permitted access to it, then what grounds could you have for NOT providing a copy? If they were seeking info that they have no right to have, then yes, ask a superior for the “ok”. If it’s something they have a right to have then the reason they want it is imo nobody’s business. Fishy motive or not, if they have a right to it then they have a right to it.</p>
<p>If the have a right to it they should be able to access it on the organization intranet.</p>
<p>If you have access to the document, I would take a look to see who is involved in it. If it’s expiring soon, you may or may not want it renewed but it’s a good idea to find out which it is. If you want it renewed and this associate is someone who will be involved in that decision, you may want to help them out.</p>
<p>I guess my response to your associate would be, “I’m sorry; it’s inconvenient for me to find this document for you in our files. I simply don’t have the time right now. So sorry.” It’s “inconvenient” for your associate, but not for you to do a favor? Too much chutzpah for my taste. At least your associate could come clean and say, “We lost it.” If it’s too inconvenient for him, why is it convenient for you?</p>
<p>Just taking a more innocent perspective: Maybe it is inconvenient, so he’s asked you for a copy. Period, full stop, end of story. Is that possible?</p>
<p>If the “business associate” is employed by a different company, then make sure he is going through the right channels to request the copy.</p>
<p>I’m involved in transactions where a few times a year I go through back channels to get copies of documents. In this instance, we all know each other, and we all know that we have a right to a copy of the doc’s.</p>
<p>However, you never know if someone is going to bring a legal action, and you don’t really want to get involved.</p>
<p>Cya!!!</p>
<p>I don’t see a particular problem with this. Our company has been unable to find signed copies of agreements before and have gone to the other side or a third party signee to get a signed copy. Sometimes it is required to have a signed copy for due diligence or a re-financing. (I am a lawyer, in the interest of full disclosure)</p>
<p>MomofWildChild, I agree that this often happens because one side can’t find the document. But asking because it’s “inconvenient to go through our files, so can you do it for me” is a different story. If he lost the document, why not just say so? As you noted, it happens all the time. It’s that comment that gives me pause.</p>