16) Please use the following information to answer the next question:
Rob, a former employee of the Tea & Biscuits Corporation (a U.S.-based multi-national) has hand-delivered a letter to the Reception of the Irish Subsidiary, on May 1. Rob asked for a copy of all data that Tea & Biscuits Corporation holds about him from the start of his employment with them over 18 years ago, including all email correspondence about him from his past three managers, and anyone from the HR Department. Rob has included a copy of his passport, his old employee identification number, and his current address.
One of Rob's previous managers was made redundant at the same time as Rob; another has re-located to Tea & Biscuits Singapore office. The receptionist was not sure what to do with the letter, so she sent it via internal mail to the Facilities Manager who was out of the office on holiday until May 5. The Facilities Manager sent it to the HR Manager who is very busy on a new redundancy program. The HR Manager emailed the legal team to ask what he should do with the letter on May 21. The local Irish lawyers got back to the HR Manager on May 25 and suggested that the HR Manager get in touch with Rob immediately and tell him that his issue has been looked into.
Question:
What should Tea & Biscuits do before responding to Rob with the information he has requested?