| A vital part of every organization's supervisors' core | | | | the company. Companies should stress that permission |
| training must include a detailed explanation of why | | | | must be granted in writing by, and only by, this |
| employee records are essential to the company. | | | | designated official. Next, state that your "no taking of |
| Every single record kept on employees can either | | | | records policy" includes the taking of records on |
| make or break a case brought by a worker. | | | | portable memory sticks, flash drives, and other |
| Therefore, supervisors must be taught the importance | | | | portable storage devices. Technology is advancing |
| of these records. | | | | rapidly, so your company should move with urgency. |
| A Dangerous Practice | | | | Clarify Sanctions |
| One dangerous practice I see across the country is | | | | Make clear to everyone exactly what sanctions and |
| supervisors being allowed to keep vital employee | | | | penalties will be imposed if, and when, employees and |
| records in their desk drawers. The problem is made | | | | supervisors breach the "records" policy. The taking of |
| worst when supervisors are not trained to protect | | | | company records should be considered a material |
| these important files, and worst still when the company | | | | breach, as such should be dealt with in a manner that |
| has no formal written policies designed to protect | | | | explicates to everyone you are serious about guarding |
| these files. Now, when an employee files a lawsuit | | | | and protecting company records. |
| against the company, it becomes a walk in the park | | | | When a lawsuit ensues against your organization, |
| for plaintiff's attorney(s) because the records either | | | | plaintiff's attorney(s) will make you prove case in a |
| cannot be found, or vital parts of the files are missing. | | | | court of law. This task will be extremely difficult with |
| First Things First | | | | no detailed records. It would be unconscious able to |
| The very first thing your company needs to do is write | | | | have spent countless hours training supervisors' in your |
| policies that will protect your vital records. And all | | | | core training classes to record and document to the |
| records (pertaining to employees), from hiring | | | | utmost detail, and then have them either take the |
| documents, to performance reviews, all the way to | | | | records with them when they leave the organization, |
| supervisor termination notes, become vital records in a | | | | or throw the records in the trash. This will be an |
| court of law. Your policy should state clearly that there | | | | unforgivable breach and your company will pay dearly. |
| is only one central location for personnel records in the | | | | Summary |
| company, and this should be the human resources | | | | A vital part of every organization's supervisors' core |
| department (if at all possible-have only one central | | | | training must include a detailed explanation of why |
| location). | | | | employee records are so important to the company. |
| The Next Important Statement | | | | Every single record kept on employees can either |
| The next part of your policy should make very clear | | | | make or break a case brought against the company |
| to everyone, including supervisors, that none of the | | | | by an employee. Therefore, supervisors must be |
| company's records are to be taken off the premises | | | | taught the importance of maintaining these records. |
| without the express written permission of an official of | | | | © 2009 Cubie Davis King. All Rights Reserved. |