Checklist for documentation of employee file

Checklist for documentation of file
http://www.tbs-sct.gc.ca/tou/pmc-dgr/docs/fil-dos-eng.asp

Management should have a comprehensive, well-documented confidential file for every employee.
The documentation on file should :

Provide a working document outlining performance throughout the course of a given performance review period;
Record objective facts, concerning actual performance, as they occur rather than relying on memory (include dates, times, parties involved in record of facts);
Record only job-related behaviour;
Record direct observations rather than rely on hearsay reports from others;
Describe specific behaviour rather than making evaluative statements or describing an individual’s personality;
Record both positive and negative behaviours;
Keep the same level of detail and format of documentation for each employee;
Record ongoing discussions that have taken place with employees over the course of a review period;
Be accurate – document facts, not opinions;
Be consistent;
Be congruent with actions taken;
Do not condemn an employee for one undesirable action;
Record efforts taken to improve performance (detailed action plans); and
Record options investigated when performance does not improve.
How much documentation?
Enough to have a third party reach the same conclusion; and
Only those aspects of performance that significantly contribute to or hamper the work effort are appropriate.
Back to mapping tool:

Performance Management – Overview
Performance Management During Probation
Dealing with Discipline
Dealing with Unsatisfactory Performance
Dealing with Non-Disciplinary Termination/Demotion (Medical Incapacity)