Keeping and monitoring records

It is important to keep records of grievance procedures. These should include:

• the type of grievance raised;

• the text of the written grievance;

• the response of the employer;

• the action taken by the employer;

• the employer’s reasons for not taking action;

• whether an appeal was lodged and, if so, its outcome; and

• any subsequent developments.

The employer should provide copies of meeting records. While it is important that employees know that their confidentiality is protected, it is also vital for reps to have access to information (anonymised, if necessary) on the number and nature of grievances taken.

If the records show that some groups of employees bring more grievances than others, this is something that workplace representatives can address as a collective issue (see Chapter 13: Organising). The outcome may also uncover management bias in their treatment of grievances raised by particular sections of the workforce.