HR & WHS Documentation
Here at PulseHR we have a comprehensive library of over 200 fully customisable HR documents including contracts, policies, forms, correspondence and checklists.
One of the most important and perhaps most misunderstood, of all employment practices is employee documentation. Every employer is require to keep and maintain certain employment records regarding matters such as wage and hour information, documentation concerning employee performance and employee payrolls apart from best practice they could prove crucial if legal evidence is required at a point in the future.
Many employers do not realize the importance of documentation. Events that are not documented will be considered non-events, as if they never occurred. Even employers that do grasp the importance of keeping records do not always make sufficient effort to maintain adequate documentation to defend themselves should the need arise. Employers may end up in court, passionately asserting that they spoke with their employee regarding a particular matter on several occasions, without any evidence to support their claim. A wise employer will devote time and effort towards proper documentation.
The Value of Documentation
Documentation presents concrete evidence of data, facts and actions in the event of investigation, arbitration or litigation, providing protection to both organisations and employees. Documentation offers proof that decisions regarding an employee’s status were solely based on job performance and other related issues.
When to Document
Managers should take care to record events as soon as feasibly possible. Studies show that a person’s memory begins to fade or change as quickly as 15 minutes after an event transpires. Documentation recorded promptly will be considered more credible and reliable.
Elements of Documentation
Documentation should include the date the event occurred, the document-writing date and the full names and titles of the involved parties. Managers should record the incident witnessed or type of event observed, including photocopies of any evidence and supplying specific pertinent details.
Documentation is intended to establish evidence of actions. Not restricted to disciplinary action, documentation should include a range of events and communication opportunities. Documentation is effective when it is specific, unbiased, factual, legible, and when appropriate, signed.
Minimise your risk by talking with our team today about your current documentation and allowing us to update and supply you with compliant documents that safe guard your organisations best interest and ensure all terms and conditions are down on paper in black and white for all to operate by.
Download our Documentation flyer to review what documents you might like to implement in your workplace today!