How Should I Handle a Misplaced File Incident Involving Sensitive Documents?

Dear Seniors,

Our accountant was given the responsibility to oversee all duties related to accounts, as well as to take care of bonds and vouchers, and to determine the amount of ERV that needs to be provided to customers while managing all related activities.

Yesterday, I noticed the bonds and vouchers file left outside. As an HR professional, I took the file inside and, in the process, inadvertently locked it in the desk and left the keys on my table. Later on, the accountant searched for the file, found it on my desk, and retrieved it. What actions should be considered regarding this situation?

Please, could you provide suggestions?

You can have a talk with him and explain to him why you kept the file inside. Explain to him regarding his responsibilities and emphasize what he needs to be mindful of while at work. If there is still no improvement, then you can give it to him in writing. (But if you start with written, you should have proof of what you are saying.)

Regards,
Rajeev Dixit

I have corrected the spelling, grammar, and formatting errors in the text while maintaining the original message's meaning and tone. Let me know if you need further assistance.

I just read your post here. It was a very irresponsible act done by a supposedly responsible staff member of yours. You should instantly issue him a notice clearly outlining the irresponsibility he displayed on such an important matter. If any important documents or bonds are misplaced or stolen, who will bear the responsibility for such a loss?

Issue him a notice emphasizing the seriousness of the matter, and request a written declaration from him within a specified timeframe addressing his fault and irresponsible actions towards the company's assets and important documents. This will not only serve as a reminder of the code of conduct for him but also for other staff members to avoid such risks posed by any employee.

Regards

Dear Anupama, do you mean to say that you locked the file in your desk, and that he took your desk keys, opened your locked drawers, took out the file, and relocked your desk? Kindly clarify the above.

Regards,
skundra

I kept the key there, locking the desk. After searching all over, he opened the desk with the keys kept over there and took the file. He then kept the keys back in their place. The receptionist later retrieved the keys and handed them over to the CEO, mentioning that the HR manager had forgotten them. This incident of opening the desk had occurred in front of all the staff. How should I respond to this?

Who is More Careless?

It is a very funny situation that your accountant kept the bond and voucher file open at his desk but has not left the organization for the day. You, in turn, took the file and locked it in your desk, assuming the carelessness done by the accountant in a good note, but you also showed your carelessness by locking the file in your desk but forgetting the keys on your desk and leaving for the day.

The question here is, who is more careless? Before pointing out the mistakes of others, let's be the first person to set an example in the company as responsible HR personnel.