Finger happy lawyers? How to deal when left and right hands do not talk

We have couple of situations of this happening, but this was the first time both me (aka CEO) and our legal counsel received Fedexed Take down notices alleging us of benefiting from IP when in fact the company and its representatives used our service, and our role was limited to providing a solution. http://blog.edocr.com/2013/01/14/ensure-you-have-permission-from-clients-before-uploading-documents/