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Keeping records

When you are dealing with a discrimination or harassment complaint, keep records of meetings and document your actions.

Even if it is not a formal complaint, make diary notes about all meetings and conversations, detailing who was present and the agreed outcomes.

These notes can be kept to help you:

  • monitor situations and staff over a period of time
  • explain why you have taken a particular action.

Records need to be kept confidential.

Who keeps records?

  • Your managers or contact people can record any contacts with staff about discrimination or harassment, even if no complaints are made.  They could use a complaint summary form, which does not identify people but will enable you to track any problems.
  • Anyone asked to intervene, even informally, keeps a record of what has been said and what action has been taken.
  • You keep any details of complaints which have been investigated, upheld and resulted in disciplinary action.
  • The person who was complained against should be allowed to view and make comments on any records.
  • Keep records for seven years to allow for any civil actions and ensure resolution is final.
  • Staff who believe they are being discriminated against or harassed, should keep their own records of what happened and when.
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