Guidance on documenting harassment incidents clearly and securely to support formal reporting and review.
Documenting Incidents Effectively
Guidance on documenting harassment incidents clearly and securely to support formal reporting and review.
What to Document
Accurate, timely documentation is essential. Record objective details: dates, times, locations, people present, exact quotes, and observed behaviors. Preserve emails, messages, screenshots, or voicemails in their original form. Note the impact on your work and wellbeing, such as changes in concentration, mood, or performance. Keep personal interpretations out of notes and distinguish facts from assumptions.
How to Record and Store Facts
Use a neutral tone in notes. Store records in a secure location with limited access. Date and sign entries. If you log incidents in a template, maintain consistency across incidents. Avoid sharing drafts with uninvolved people. If you hear something and are unsure, write it as a reported observation rather than an accusation.
Template Elements
- Date, time, and location
- People present
- Exact language or behavior described
- Impact on tasks, safety, or wellbeing
- Evidence and references