How to check that a request for information is legitimate?

Question

Business question, hope someone has prior experience. I manage an archive of old projects, many of which are for client companies that have since been bought out, or had name changes, and probably complete staff turnover. We sometimes get requests for info on these old projects (they often want a new copy of the report - careless people). How far is it reasonable to go in checking their bona fides? I'd check their e-mail address was legit, but how would we necessarily know if a new company name was OK? What if a company sold off product rights to someone else?

Interested to hear any experience in this area
Thanks,

Answer 1

Companies House.

You should make some effort to track down a verifiable contact at the original Company that paid for the work to be done, especially as the chances are your Company will have signed to keep the material confidential and you may be liable if copies 'leak out'.

You could also charge for making copies = if they are legit. they will be willing to pay any reasonable copy cost - typically con-merchants will give up (since it means giving you Credit Card or Bank details which can be easily checked and would then make them traceable)