Record information-sharing agreements

For admins and data protection leads. This is a register of agreements, not a place to store the documents.

Steps

1. Open Admin, then Information agreements.
2. Under Add an agreement, type its name and choose its type.
3. Enter the Counterparty, the date it was Signed and when it expires.
4. List the signatories and add any notes.
5. Press Add agreement. It joins the list below.
6. Open a row to see its detail and add feedback.
7. When one ends, press Mark expired.

If it goes wrong

• If the list cannot load, reload before adding or changing anything.
• If you see an agreement due soon, renew it before it lapses.
• If you are not an administrator or data protection lead, you are told so.

What goes here

Data sharing agreements, multi-agency information sharing agreements, sub-processor agreements, and any other agreement about shared data.

Types include bilateral agreements, a MASH accession, a MASH information sharing agreement and a sub-processor agreement.

Keeping it current

The table shows name, type, counterparty, signed date, expiry and status. A tag marks agreements expiring within thirty days.

Mark an agreement expired when it ends, so nobody relies on it.

Linked to authority access

When you approve an authority's access, an agreement is signed for twelve months and kept here. See the guide on authority access.

Who should look at the list

Agree who checks this list, and how often. A short monthly look at what is due soon is enough to stop an agreement lapsing unnoticed.

When you renew an agreement, add the new one and mark the old one expired. That keeps the history clear for anyone who asks what applied on a given date.

How it links together

These agreements are what you point to when you share data with others, including when you approve authority access or export records. Agreement dates are shown beside links to authorities.

See the guides on authority access and on bulk export.