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PLAYBOOK TEMPLATES
Research Collaboration Agreement
A Research Collaboration Agreement outlines cooperative research activities between institutions or companies. This playbook discusses IP ownership, publication rights, and funding obligations.
Audit & Record-Keeping
Negotiation strategy
Ensure the contract includes comprehensive audit rights and clear record retention requirements. Negotiate for access to all necessary documents and personnel to facilitate audits.
Limit the scope of audit rights to protect sensitive information. Ensure record retention requirements are reasonable and comply with applicable laws.
Essential elements
1
Audit Rights
Rights to audit operations and records.
2
Record Retention
Maintain records for five years.
3
Documentation Review
Review and copy performance documentation.
Action framework
ACCEPT
Propose edits if audit rights are too broad or retention periods are excessive.
EDIT
Reject if the clause imposes unreasonable burdens or risks.
ADD
Add provisions if audit and retention clauses are missing.
PRO TIP
Always ensure audit rights include reasonable notice and business hours to minimize disruption.
Real-world examples
FAVORABLE
Preferred Audit Rights Clause
"The Client shall have the right to conduct audits of the Contractor's operations, books, and records to verify compliance with the terms of this Agreement and applicable laws and regulations. Such audits may be conducted upon reasonable notice and during normal business hours. The Contractor agrees to provide access to all necessary documents and personnel to facilitate the audit process."
NEUTRAL
Standard Record Retention Clause
"The Contractor shall maintain records for a period of at least three (3) years following the termination of this Agreement."
UNFAVORABLE
Restrictive Audit Rights Clause
"The Client may only audit financial records with prior written consent from the Contractor."
Alternative scenarios & positions
High-Risk Projects
In high-risk projects, more frequent audits and stricter record retention policies may be necessary to mitigate potential compliance issues.
International Agreements
International agreements may require adjustments to audit and record-keeping clauses to comply with varying jurisdictional laws.
Data-Sensitive Industries
In data-sensitive industries, ensure audit rights do not compromise data privacy and security standards.
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