• A company should document employee-related activities as needed to prevent liability in court cases.

Employers should document employee-related activities as needed. Employee records should be objective and contain verifiable facts. In court cases, the burden of proof lies with the employer. The side with the best and most accurate documentation usually tips the scale in civil court cases, barring other circumstances.

Poor procedures for employment documentation can come with significant costs, including liability in legal proceedings.

Essential records must be maintained if the actual need exists. These include records legally required for workers’ compensation, insurance audits, and government inspections. Keeping records such as policy statements, training for management and employees, safety and health meetings, information distributed to employees, and medical arrangements is encouraged, and in some cases, required by federal or state agencies.