I would value opinions on this (currently) hypothetical issue
An organisation conducts "exit" interviews and obtains comments from the
outgoing member of staff which could be considered derogatory concerning a
colleague or line manager. These comments are kept on file, in some cases
with the commented upon person/s named and in others not - although, even
where the person/s are not named, a simple process of elimination
i.e. "who was the leaver's line manager?" will usually identify the
person/s. The information is kept (along with the leaver's other comments)
to assist the organisation in looking at trends in staff movement. However,
the person/s about whom the comments have been made have not been told that
they are on file. Therefore, information exists on an individual about
which they have no knowledge and which they are not in a position to
challenge for accuracy.
My view is that this information should not be held unless the person/s are
told about it and offered the chance to challenge it, whether it is only to
be used in a general way to investigate staff movement trends or for any
other reason i.e. it is not impossible to envision such comments having an
influence on the performance assessments of those commented upon (although
this is not a stated reason for maintaining the information on file)
Thoughts gratefully received
Steve Wilson
Medical Devices Agency
020 7972 8137
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