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Do all workplaces have files on the employees?

35 replies

whatisforteamum · 03/09/2020 18:43

I've always thought my new boss wanted a new team.I think they want to recruit young new people and I am neither of these things being20 \30 years older than the others.
Before lockdown I was thinking of taking ti.me out.I loved the freedom of lockdown as my days are often 12 hours with no weekends off.
I went back and have been loving it tbh.
But someone much junior to me mentioned files being kept.
I knew about it last yr when someone caused terrible trouble so pictures and files were kept for !months in order to sack them.
My last work review 1got 5 out of 5 for time keeping attendance attitude etc etc.
This has made me uneasy as I hope evidence isn't kept on me.I've been there a few years.I hope this junior is just being paranoid or do all
Workplaces take pics of everything and keep a file on everyone now?
I have never heard of such a practice before.

OP posts:
BestZebbie · 03/09/2020 21:46

It is quite normal even for volunteers at organisations to have a “file” - in that case it might only be a sheet or two of A4 saying when they joined, contact details and emergency contact/next of kin, possibly any relevant medical info/skills/experience they disclosed, any training they have received whilst volunteering, and something they have signed saying that they have read and agree to volunteers code of conduct....

whatisforteamum · 04/09/2020 09:02

That is reassuring.Thank you all.It sounded like we were being.watched after the other person actually was.TBH they needed to go and did have warnings.

OP posts:
ceeveebee · 04/09/2020 10:51

@whatisforteamum

How do I get access to it?
Sorry - wasn’t online last night! I can see flowery has already posted a link but basically, you are entitled to request to see all personal data held by your employer. The link explains how to do this ico.org.uk/your-data-matters/your-right-to-get-copies-of-your-data/
whatisforteamum · 04/09/2020 11:10

Brilliant thank you.I'm not normally paranoid I just feel spidey senses tingling.

OP posts:
Moondust001 · 04/09/2020 14:56

@whatisforteamum

Oh ok.I work in a practical setting so it is easy to take pictures of something isn't right or clean.Mobile evidence of anything and everything.My boss showed us evidence on the person involved which seemed unprofessional My track record is faultless that I know of but I'm on Zero hours so who knows what they need to get rid.I always Email absences which have only been a couple of days and now where near the 10 before it becomes an issue.Thank you all I was just feeling on edge regarding files looking to blame anyone for anything.
If you are truly on a zero hours contract, they don't need any evidence to get rid of you. They just need to tell you they don't have any hours to offer you and that is the end of it.
dooratheexplorer · 06/09/2020 21:20

Everyone should have an HR file containing their offer letter, contract, etc.

However, I knew a very evil Talent Director (HR) who had a file for all of her team members detailing each and every minute mistake. The fact that she was supposed to be the company staff champion was an utter joke.

Always assume you are being watched/tracked at work....

TDMN · 06/09/2020 22:34

Your line on your last post: 'TBH she needed to go and had warnings' explains it all - they will have started keeping track for a good reason. As long as you are doing everything you should be and if you are making any errors are working hard to not make them again (and could prove that you are doing so) then dont worry about it.

Flatpackback · 06/09/2020 22:44

They shouldn’t be keeping anything that isn’t shared with you and you have a right to access the files on request. Personnel files usually just contain application forms, letters etc that you will be aware of. There will also be appraisal records for the current year and any documentation produced in line with company procedures etc risk assessments, sickness/attendance records, disciplinary records etc. There should not be any “secret” or subjective records of any nature.

whatisforteamum · 07/09/2020 07:52

Update.I did mention at the weekend about being able to access the files.In a lighthearted way.My boss then dashed to the office for a while!!.I ask because last week we were sent a pic on a group chat of something put away untidily on my day off !(not unsafely.)I admitted it was me as it was done hastily for reasons I can't say or it will out me.
I have struggled a bit through meno which I am almost sorted on.I just feel on the back foot sometimes.
My boss is a man's man and I'm sure I have to be extra conscious on what I do.They are quite smart and sometimes a bit under hand.
I'm sure they would be happy with an all male team.

OP posts:
Moondust001 · 07/09/2020 13:40

There should not be any “secret” or subjective records of any nature.

No there shouldn't be secret records, but that doesn't mean that you are entitled to see everything on a personnel file. There are exceptions to discloseable information; and, of course, no employer ever does anything even remotely unlawful, which is why tribunals are so very unusual!

"Subjective" records are a different matter. It could be argued that any judgement is subjective, but that does not mean it is wrong or can't be recorded on a file. One might be careful about how one records such things, but they are commonly recorded. Assessments of "behaviours", for example, are things where subjective opinion enters the fray. And gradations of subjective opinion almost always colour even "objective" matters - for example one manager may see a particular "wrong action" as a minor misdemeanour whilst another thinks it's serious, and it is entirely within reason for both to be "right" (this often comes up in disciplinary decisions).

I did mention at the weekend about being able to access the files. In a lighthearted way.My boss then dashed to the office for a while!!. You may be reading too much into this, but please be cautious. Poking a bear with a stick is never a good idea. As I said before, if you are genuinely on a zero hours contract (or have less than two years service) you can be terminated with great ease. But even people with two years employment have much less protection than they think. That untidy clearing up of yours may be nothing much to you, but the fact that it was mentioned and a picture taken suggests that somebody didn't think so, and that could very easily, with a determined manager, be your first formal warning. Being ten minutes late due to the traffic could be your second. Forgetting to put the cable back in place could be the final warning. And at that stage you can be dismissed for any minor infringement.

It's possible that the unease you have is nothing. But if it isn't, then poking the bear could be the prompt that gets you where you don't want to go. But in the end, employers do keep records, they are allowed to, and it is better to ensure that they have nothing much to record about you than it is worrying about it.

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