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For external collaboration, the same rules as for e-mailing documents or sharing them via portable media apply. For all types of sharing, always be sure that the recipient is under contractual obligation to keep any proprietary information confidential and to comply with applicable regulatory (e.g. export control, sensitive energy information, and privacy) and IT security requirements.
We need to be particularly mindful of the following:
• Parameters for sharing intellectual property owned by others (see EPRI’s Intellectual Property Policy), and EPRI’s export control requirements (see EPRI’s Export Control Policy and Deemed Export ‘Inter-Sector/Business Unit Collaboration’ Guidelines).
• Parameters for sharing and marking requirements for personally identifiable information and sensitive energy information (see Protection of Personal Information Policy and Protection of Sensitive Energy Information Policy).
• Selection of option for sharing link (“People with the link”, “Invited people only” or “People in your company”). Important Note: If “People with the link” option is selected for a given Box folder, then anyone receiving the link, including people outside of EPRI, can see the contents of the Box folder. Do not select the “People with the link” option when sharing any content containing confidential, proprietary, and/or regulated information, e.g. export-controlled information.
• Sharing of Deliverables (non-published and published) is subject to applicable regulatory (e.g. export control, sensitive energy information, and privacy) and IT security requirements, as well as our company policy requirements as outlined in the Deliverables and Publication Policy. The policy-authorized ways of distributing published version of Deliverables are through EPRI.com download and Order.
• The final and official repository for project documents is the Enterprise Content Management (currently OpenText) system. ECM is the central library of official documents for EPRI. Box can be used for working documents.