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.

Related information

Pages with related information: 

Informal complaints

Formal complaints

Downloads: 

Sample complaint summary form (23.5 KB)