How should an investigator handle documentation of sensitive information (e.g., sexual harassment) to protect privacy?

• A. Post the entire file publicly for transparency.
• B. Use redaction, secure storage, access logs, and limit distribution to those with a need-to-know.
• C. Share with all employees regardless of role.
• D. Ignore privacy concerns if information is needed for the investigation.

Answer: (B)

Protecting privacy when documenting sensitive information requires restricting who can see the material and how it’s handled. Use redaction to remove identifying details (names, contact info, locations) while preserving enough context for the investigation to be understood. Store the documents in secure, access-controlled systems so only those with a legitimate need can view them, and keep encryption or other protections as appropriate. Maintain access logs to record who opened or modified the files, creating an accountability trail. Limit distribution strictly to individuals who need to know for the investigation, such as investigators, HR or legal counsel, and any managers directly involved in the case, and minimize copies and sharing beyond that group.

Posting the entire file publicly or sharing with all employees would expose sensitive information unnecessarily and could retraumatize victims or witnesses. Ignoring privacy concerns undermines trust, could violate legal or policy requirements, and jeopardizes the integrity of the investigation.