Insider Report

Insiders are individuals who have access to a matter irrespective of whether they are on matter staffing. For example, a user on matter staffing may have had knowledge of the matter before they were added to the matter staffing, or there may be individuals not on matter staffing who possess information on the matter. As a matter administrator of appilcable type, you can add, update or delete the insiders from within the iManage Security Policy Manager administration console. Permanent insiders can also be added. Users with Conflicts Officer role can also run insider reports.

You can view the list of matter insiders on the Insider Report page. The matter insider list gets updated automatically as users are added or removed from matter staffing.

You can also view a list of matter insiders as at a specific date and time in the past for investigative or audit purposes.

The insider report interface also supports matters adjusted using the SPM API: users copied from previous matters are labelled accordingly, and relevant messaging is presented when removing such users. For more information on SPM API, refer to iManage Security Policy Manager SDK documentation available on Help Center.

Accessing Insider Report page

1. Navigate to the Reports tab of the required matter.
2. Select Other Reports.
3. Select Insider Report.
4. The Insider Report page displays.

Generating Insider Report

On the Insider report page,

1. Specify the Insider Report Date.
   
   • By default, the Current Date (and time) is selected. If you would like an up-to-date list of matter insiders, you do not need to edit this field and proceed to step 2.
   • If you would like to see a list of matter insiders as at a specific date and time:
     
     • Click on the Insider Report Date field.
     • Use the use the calendar and clock pop-up to select the date and time for which you would like to see the list of matter insiders. 
     • Click OK.

2. Click Generate Report.
   The report is displayed on the page showing the following matter insider details: Name, Unique Identifier, Obtained date, Ceased date and Reason.

   NOTE:

   Confidential information from the connected HR systems are not listed in this report.

Sending the Insider Report

Having generated an insider report, and provided recipients have been specified, you can Send Full Report. The permanent insider list and matter insider list along with information from any connected HR systems is mailed to the designated 

responsible attorney

and/or other intended recipients, as per configuration of the Insiders section of the General page.

Downloading Draft Insiders Report (as PDF or Excel)

• Having generated an insider report, you can download the report as follows:
• Select
  
  .
• Select:
  
  • Download Draft Report - to download as a PDF.
  • Download Draft Excel Report - to download as an Excel file.

Adding Insiders

1. To add insiders, you must first generate at least one insider report. See Generating insider report.
2. Select Add Insider. The Add insider dialog box appears.
3. Enter values in the following fields:
   • Full Name: Enter the name of the individual you want to add as an insider. The individual need not be on the user list of iManage Security Policy Manager. This is a mandatory field.

   • Unique Identifier: This is a mandatory field. The default unique identifier defined in the system is email address. If you are adding an SPM system user to the insider list, then their email address is used for the unique address field. 

     NOTE:

     The value of the unique identifier field is used to extract information for the insider from integrated Human Resource systems.  If you are running iManage Security Policy Manager on premises, the field to use can be modified in accordance with your organizational requirements. For information on how to do this, see Additional Configuration Options section in iManage Security Policy Manager Installation Guide. See also HR Agent for iManage Security Policy Manager Installation Guide.

     
     

   • Obtained Date: This is a mandatory field. This is the date on which the individual obtained access to the matter information. Users on matter staffing are automatically added to the insider list. You can modify the obtained date manually. 
   • Ceased Date: This is the date on which the user ceased to have access to the matter information. 
   • Function and Reason for being Insider: This is the reason for which the user is being added to the insider list.

   NOTE:

   If you select the Add Another Insider check box, and then click OK, the individual is added to the insider list and the Add Insider dialog box remains on the screen and is reset. You can now add details of another individual to be added to the list. 

   If this check box is cleared, and then you click OK, then the system navigates you to the Insider Report page. To add another individual to the list, click Add Insider.

4. Click OK. The individual is added as an insider in iManage Security Policy Manager.

Adding Permanent Insiders

Permanent insiders are users who have access to inside information in an organization as a result of their role. These users can be added separately, so you do not need to add such users as insiders to multiple individual matters.

See Permanent Insiders.

Updating Insiders

1. To edit the details of an insider, select the check box next to the insider or click on the row of a insider, then click Edit Insider. 
   Alternatively,
   Click 

   
    corresponding to the insider, then click Edit Insider. The Edit insider dialog box appears. All the fields are editable. You can make the necessary changes and then click OK.

   NOTE:

   For matter staffing, obtained date will be populated with the date on which they were added to the team. Such users might have been in possession of matter information prior to that. In such scenarios, the obtained date must be changed manually to reflect this.

   This change does not affect the matter access date and is solely used for the purpose of insider report.

Removing Insiders

1. To remove an insider from the matter, select the check box next to the insider or click on the row of a insider, then click Remove selected. 
   Alternatively,
   Click 
   
    corresponding to the insider, then click Remove insider. Confirm your action and the insider is removed from the matter.

Resetting the Report

You can reset the list of insiders displayed on the page. Resetting removes all the manually added or modified insiders; and automatically refreshes the list based on matter staffing. 

1. Click 
   
    > Reset report. 
2. Confirm your action. The report is reset and any manual modifications that were performed are removed from the insider list, and all the users on matter staffing are listed in the report.