Sponsor duties
Two required records that quietly do not exist.
They are not hard, and nobody refuses to keep them. They fail because keeping them is not a task anybody is given: the information passes through a rota, a phone call or a form, and no record is left behind.
A contact history is not a contact field.
The duty is a history of a worker’s contact details (UK address, personal email, phone), kept up to date. Most systems satisfy one half.
When somebody moves house, updating the address is right for post and wrong for compliance: the previous address, and the period it was current, is destroyed. An inspection asking where someone lived in March gets a shrug.
- 01
A change writes a new entry
The previous address is closed with the date it stopped being current, and stays readable. Nothing is typed over.
- 02
A correction is not a change
A mistyped address, or one belonging to a different worker, is corrected. The pack does not present a false address as history.
- 03
The pack shows the history
Current details on screen where they are useful; the full history in the pack, where it is the thing being asked for.
Absences: dates, not diagnoses.
A record of absences is required. What is required is dates and a category, not the reason someone was unwell. In Stamped HR the reason is a fixed, coarse category rather than a free-text box, because a free-text reason becomes an uncontrolled store of health information inside records you keep for years.
- Dates recorded against the worker, with the category
- Submitted by the worker or entered by a manager, either way attributed
- Patterns visible where they matter, without a medical file forming
- Included in the pack as dates and categories only
Review your historical records.
Pick one worker who has been with you two years and try to produce their address history.