Supervisors, Employee Records, and The Unforgivable Breach

A vital part of every organization's supervisors' core training must include a detailed explanation of why employee records are essential to the company. Every single record kept on employees can either make or break a case brought by a worker. Therefore, supervisors must be taught the importance of these records.

A Dangerous Practice

One dangerous practice I see across the country is supervisors being allowed to keep vital employee records in their desk drawers. The problem is made worst when supervisors are not trained to protect these important files, and worst still when the company has no formal written policies designed to protect these files. Now, when an employee files a lawsuit against the company, it becomes a walk in the park for plaintiff's attorney(s) because the records either cannot be found, or vital parts of the files are missing.

First Things First

The very first thing your company needs to do is write policies that will protect your vital records. And all records (pertaining to employees), from hiring documents, to performance reviews, all the way to supervisor termination notes, become vital records in a court of law. Your policy should state clearly that there is only one central location for personnel records in the company, and this should be the human resources department (if at all possible-have only one central location).

The Next Important Statement

The next part of your policy should make very clear to everyone, including supervisors, that none of the company's records are to be taken off the premises without the express written permission of an official of the company. Companies should stress that permission must be granted in writing by, and only by, this designated official. Next, state that your "no taking of records policy" includes the taking of records on portable memory sticks, flash drives, and other portable storage devices. Technology is advancing rapidly, so your company should move with urgency.

Clarify Sanctions

Make clear to everyone exactly what sanctions and penalties will be imposed if, and when, employees and supervisors breach the "records" policy. The taking of company records should be considered a material breach, as such should be dealt with in a manner that explicates to everyone you are serious about guarding and protecting company records.

When a lawsuit ensues against your organization, plaintiff's attorney(s) will make you prove case in a court of law. This task will be extremely difficult with no detailed records. It would be unconscious able to have spent countless hours training supervisors' in your core training classes to record and document to the utmost detail, and then have them either take the records with them when they leave the organization, or throw the records in the trash. This will be an unforgivable breach and your company will pay dearly.

Summary

A vital part of every organization's supervisors' core training must include a detailed explanation of why employee records are so important to the company. Every single record kept on employees can either make or break a case brought against the company by an employee. Therefore, supervisors must be taught the importance of maintaining these records.

© 2009 Cubie Davis King. All Rights Reserved.

. Cubie Davis King. is a Performance Tecnologist. To reach him go directly to Dr. King's website @ http://www.goldcrowninc.com.

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