Hoarder in the office

[Bobajobs]

AIBU that the manager should be being more firm with him?

We’re

I think as pp said the manager certainly needs to do something about this. It’s only going to get progressively worse over time.

Fair enough you need a copy on computer but what does he do with the paper copy? Is it locked away at night?

Seems like a psychological problem may be a part of it. Or that there is something he is hiding- I was told years ago that auditors are often suspicious of those who don't take holidays, as there may be a fraud or malpractice involved.

One of the ways the problem hoarder was handled at my last place of work, was that with office moves (and there were several of them), we were given just one or two small crates (used to be two, became one) and that represented the maximum that we could take with us. One to suggest to your manager, especially as you're heading into a smaller office?

From what you say, it does sound like a real hoarder problem that ultimately needs to be addressed by your manager. Storing all this confidential info on scraps of paper is a data protection nightmare. If everyone else's notes have to be disposed of confidentially and he's keeping his and your manager is aware of it, it's their responsibility/culpability.

I really feel for you, working with a hoarder is really, really hard.

The keeping of that sort of information does sound like a data protection and legal liability nightmare, Bobajobs. Your manager might be a bit of a fool not to deal with it. Do you have compliance officers who might push her into tackling the issue?

Bobajobs if you have confidential files on your desks, then I'm amazed you don't have a clear desk policy. I've worked in sensitive areas all my career and no paperwork is allowed to be left out at all.

We also hotdesk. Pretty much everything except our notebooks are on-line, our laptops go everywhere with us, and our notebooks are either on our person or locked away in a locker.

This is such a tough one for HR. Hoarders are so entrenched and really cannot see other people’s point of view.

Keep us posted, OP.

And even if he has a MH disorder, and reasonable adjustments need to be made, that will not trump information security if you have sensitive material.

You can also get tablet/laptops now with a pen where you can write your notes directly on to the screen instead of risking a notebook.

Lots of that stuff is definitely a no-no under GDPR. Does your manager understand how fucking enormous the fines could be?

I'd raise it in an official email to your manager pointing out that nobody should be keeping such documentation around (including old phone notes and diaries) or you risk huge fines. The manager can then instigate an official purge and will feel compelled to do so when there is a written record of a warning of a potential breach directly made tl him/her.

Your organisation will have teams working on GDPR. They've probably got lots of info buried on an intranet somewhere. Seek it out.

Ask your manager for a GDPR briefing session for the team so you can be prepared.

I’m going to read up on the new regulations now. The message books/diaries are “in case someone says I haven’t done something”. We’re all supposed to have one set of lockable drawers (attached to the desk). He has his set and then another trundle type he got from somewhere or other. Not sure how he moves around between them under his desk!

I did throw away some old laminated posters today from a course we ran years ago and then sent a load of old files to be archived.

I’m half wondering if he just doesn’t “get” the new systems. Someone else said earlier about a fear of change. When I said the archive people were coming to get them he got really antsy that the client would come back and we wouldn’t have their old info on hand. I told him we had it all online and it was all right there on the drives. He said he likes to see it right there in front of him so I wonder if he just doesn’t trust the IT process? Also someone else said about being set in his ways. That is 100% correct. He can’t cope with distractions and is fully on one task at a time. If he’s typing notes he can’t answer the phone. If he’s on the phone he can’t type at the same time. You have to wait until he’s finished each job before asking a question or anything else.

We don't know what is happening between the college and the line manager. If i were you I would sit somewhere where you could not see the hoard and ensure you have your working space the way you like it.

You might also just consider the possibility that he has a point. Computer systems can go wrong - or be attacked by criminals. You'll look a bit of a twat if you insist on destroying all his paperwork and then your server room floods/catches fire and the only person with the key bit of information is him...

SGB the OP has already said that they are supposed to archive a hard copy of files in a secure off-site facility.

He can’t cope with distractions and is fully on one task at a time. If he’s typing notes he can’t answer the phone. If he’s on the phone he can’t type at the same time. You have to wait until he’s finished each job before asking a question or anything else.

It's not the hoard you need to get rid of in the first instance. It's him.

Under new regulations, some of this stuff is illegal to retain as you have to have a reason for keeping information. Obviously medical records can’t be destroyed but telephone directories and old budget paperwork from the 90’s can be destroyed. Just make up a fictions temp cleaner who binned everything!!

SGB the OP has already said that they are supposed to archive a hard copy of files in a secure off-site facility.

Yes but do they have a back up facility if the first one is destroyed somehow?

We have back up servers for continuation basically for every client. Having one is not enough to be honest. Keeping all of that confidential information on a desk is not right as I bet at least once a day he leaves the room and doesn't lock it away. That's the same as leaving your computer unlocked while you go to the toilet or to lunch. I'm going to bet as well he's the kind of person who writes his passwords down in a book and leaves it next to the computer.

All of these are security breaches, which would get you fired at my company for continuously doing them. As someone else said, GDPR is happening in May. Your company is screwed basically with your practices. Heavy fines will mean job losses, because they really are heavy fines. Either destroy it all when he leaves it unattended or start looking for new work.

Business Continuity Plans should cover back up arrangements, and if your organisation hasn't got a BCP then it's taking huge risks.

There are also easy ways to make sure all laptop contents are backed up continuously so even if a laptop is lost or breaks, the info that was on it can be restored. You don't even noticed the software running and you don't have to do anything. Perhaps if this is down to anxiety, the Information Officer or IT people can take him through the backup arrangements so he can be reassured.

Leaving out confidential info would be a Gross Misdemeanour at my place. If anyone sees confidential info left out then it has to be handed in to the authorities immediately. It's everyone's duty.