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Access Rights and Storage Standards for Workplace Harassment Investigation Data
2026.08.10 09:49
Workplace Harassment · Investigation Data Management Guide
Workplace harassment investigation data,
Start by establishing access rights and storage standards.
Access rights and storage standards for workplace harassment investigation materials are not merely matters of organizing files after the investigation concludes, but are core management items that must be established from the initial stage of the investigation. HR personnel must clarify who has access to complaint forms, interview records, supporting documents, investigation reports, and records of protective measures, as well as where the materials will be stored and how long they will be managed after the investigation is completed.
short answer
Allow only necessary personnel to access, and collect and store data only to the extent required for the purpose of the investigation.
The core flow is: defining the scope of data collection → assigning access rights → restricting storage locations → managing viewing and sharing history → identifying final versions → establishing retention periods and destruction criteria → post-access control.
🕒 When will it be applied?
Standards for access rights and storage of workplace harassment investigation data are required in the following situations.
The management of investigation data is not solely for the sake of the fairness of the investigation. It is also connected to the protection of whistleblowers and victimized workers, the procedural rights of the accused, the protection of witness confidentiality, the protection of personal information, and the prevention of secondary harm within the organization.
🧭 What an HR Manager Should Do
STEP 01
First, classify the types of research data.
You should not share or store all workplace harassment investigation materials at the same level. Since the sensitivity and purpose of each type of material vary, it is advisable to classify the materials first.
Classifying data types makes it easier to determine “who can view which data.” For management, reporting only the scope necessary for research summaries and decision-making may be more appropriate than reporting the entire raw data.
STEP 02
Access permissions are restricted based on roles.
It is advisable to set very strict access permissions for workplace harassment investigation data to prevent curiosity or rumors within the organization. You must distinguish between those essential to the investigation and those who require only work cooperation.
Access permissions should be set based on roles rather than names, and permissions must be revoked or changed immediately when the person in charge changes.
STEP 03
Investigation files use a separate storage location.
It is recommended to store research materials in a separate restricted folder to prevent them from mixing with general HR data or team shared files. Uploading them to a general shared drive or saving them in a folder accessible to multiple people may result in unintended viewing.
It is best to avoid including unnecessarily provocative expressions or sensitive content in filenames. For example, it is safer to organize files based on case numbers and data types rather than stigmatizing language.
STEP 04
Raw data and result reports are managed separately.
The raw materials collected during the investigation process and the final results report are different in nature. The raw materials may include detailed statements and sensitive evidence, while the results report summarizes the issues of the investigation, confirmed facts, grounds for judgment, and follow-up actions.
By separating them in this way, you can reduce the unnecessary spread of personal information and sensitive statements.
STEP 05
Viewing and sharing history is recorded.
It is advisable to manage research data not only by restricting access rights but also by tracking who viewed or shared which materials and when.
In particular, when providing materials to external labor consultants, lawyers, counseling agencies, or commissioned investigators, the purpose and scope of the provision must be recorded.
If research data is sent to multiple people via email attachments, retrieval and management may become difficult later on. If possible, it is safer to allow access based on permissions within a restricted storage environment.
STEP 06
We set retention periods and destruction standards as internal criteria.
It is difficult to determine the retention period for workplace harassment investigation data simply based on the assumption that "keeping it for a long time ensures safety." Retaining data for too short a time may result in a shortage of materials during subsequent disputes or re-investigations, while retaining it for too long increases the risk associated with the storage of personal and sensitive information.
Rather than assuming that the retention period applies uniformly to all companies, it is advisable to determine it through internal company regulations and legal review.
STEP 07
We do not mix counseling records and investigation data.
During the investigation of workplace harassment, EAP counseling, grievance counseling, and interviews with health managers may be conducted. In such cases, care must be taken to ensure that the content of the counseling is not incorporated into the investigation materials as is.
Counseling is a procedure designed to provide psychological support, while an investigation is a procedure to verify the facts. If the two types of data are mixed, trust in the confidentiality of the counseling may be compromised.
Factual data required for the investigation and psychological content emerging from the counseling process must be distinguished. If necessary, the consent of the party involved, legal grounds, and the necessity of the investigation must be verified separately.
📋 Management Sheet Example
The table below is an example of internal management guidelines that can be used when organizing access rights and retention standards for workplace harassment investigation data. The actual items should be adjusted to align with the company's employment rules, grievance handling regulations, personal information protection standards, and personnel data retention standards.
✅ Checklist
The checklist below is for internal inspection purposes to verify that access rights and storage standards for workplace harassment investigation materials are being properly managed.
especially Classification of data types, restriction of access rights, designation of storage locations, management of viewing and sharing history is a basic verification item. Among all items If 3 or more are insufficient It is recommended to review the investigation data management standards, personal information protection standards, confidentiality guidelines, and post-investigation access procedures.
⚠️ Common mistakes
POINT 01
Saving survey data as is to a general HR shared folder
Even if a folder is accessible to the entire HR team, not every member needs to view the investigation materials. It is recommended to create restricted folders by case and minimize the number of people who can access them.
POINT 02
Sharing the entire interview record or supporting materials with the department head
Department heads may need to cooperate with work coordination, but often do not need to review all the details of the report and statement.
POINT 03
Sending research data to multiple people as an email attachment
Attachments leave copies and can be difficult to retrieve. If possible, it is recommended to provide them in a manageable manner, such as through restricted links, secure storage, or in-person viewing.
POINT 04
Mixing raw data and result reports
Since raw materials contain sensitive statements and evidence, it is recommended to provide decision-makers with summaries or result reports when necessary.
POINT 05
Including EAP counseling or grievance counseling content as is in the investigation data
Since counseling and investigation have different purposes, the content of psychological support and data from the investigation of facts must be distinguished.
POINT 06
Leaving the authority intact after the investigation is concluded
Even after the investigation is completed, you must establish criteria for revoking access rights and post-investigation viewing due to changes in the investigator, departmental transfers, or resignations.
💬 When EAP support is needed
The management of access rights and storage of workplace harassment investigation materials is not an area that an EAP can handle. The collection of investigation materials, setting of access rights, retention periods, destruction criteria, notification of investigation results, and review of personnel actions must be conducted in accordance with the company's official investigation procedures and personal information protection standards.
However, during the investigation process, the complainant, victimized employee, accused party, witnesses, managers, and investigators may experience significant psychological burden. If anxiety, sleep problems, difficulty concentrating on work, relationship tension, or the burden of returning to work are significant during the investigation, an EAP may be recommended as a supplementary channel.
If you require counseling due to psychological burden, anxiety, sleep problems, or relationship difficulties during the workplace harassment investigation process, you may utilize the EAP counseling channel. EAP does not replace the workplace harassment investigation or official company measures; it is a supplementary channel designed to support employees' psychological well-being.
If an immediate safety risk is suspected, do not respond solely with general EAP guidance; instead, you must first identify the company's internal crisis response procedures and appropriate emergency support channels.
🔗 Related Posts
❓ Frequently Asked Questions
Q1. Is it acceptable for the entire HR team to view the workplace harassment investigation data?
Even if the data is internal to the HR team, not all HR personnel need to view the investigation materials. It is recommended to restrict access to personnel actually required for the job, such as investigators, HR managers, and necessary reviewers.
Q2. May I share the report details or interview records with the department head?
The department head may need to know some information to coordinate tasks or schedules. However, it is safer to share only the minimum information necessary for cooperation, rather than sharing the entire report, interview records, and supporting documents.
Q3. Do I have to show all the supporting documents to the respondent?
You may provide the accused with information within the scope necessary for verifying the facts and providing clarification. However, it is advisable to determine the scope of material provision by considering the protection of the whistleblower, the confidentiality of witnesses, the protection of personal information, and the possibility of obstructing the investigation.
Q4. What should be the retention period for survey data?
It is difficult to conclude that this period applies uniformly to all workplaces. It is advisable to establish an internal standard by reviewing the company's document retention regulations, personnel data storage standards, potential for legal disputes, and personal information protection standards together.
Q5. Can I access the data again after the investigation is completed?
There may be legitimate needs, such as for follow-up disputes, reinvestigations, responses to relevant authorities, or reviews of personnel actions. However, it is advisable to prevent unauthorized access after the investigation is concluded and to establish criteria for post-investigation viewing, such as requiring approval from the HR manager.
Q6. Should EAP counseling content also be included in the survey data?
In principle, it is recommended to manage EAP counseling content separately from investigation materials. EAP is a supplementary channel for psychological support, and a company reviewing individual counseling content or using it as investigation material can undermine trust. Factual data required for investigations must be verified according to separate procedures and standards.
🎯 Three things to check first
Next step
Survey data management
Design from the initial investigation stage.
Design from the initial investigation stage.
Organize your research data into a single management system that covers access rights, storage location, viewing and sharing history, final versions, retention periods, and destruction criteria.
Go to Nudge EAP Implementation Consultation →📚 Source and Information
• National Law Information Center, Article 76-2 of the Labor Standards Act: Prohibition of Workplace Harassment
• National Law Information Center, Measures under Article 76-3 of the Labor Standards Act in Case of Workplace Harassment
• Ministry of Employment and Labor, Workplace Harassment Judgment and Prevention/Response Manual
• Korea Labor Welfare Network, Introduction to the Employee Assistance Program (EAP)
• National Law Information Center, Measures under Article 76-3 of the Labor Standards Act in Case of Workplace Harassment
• Ministry of Employment and Labor, Workplace Harassment Judgment and Prevention/Response Manual
• Korea Labor Welfare Network, Introduction to the Employee Assistance Program (EAP)
This content is intended for general informational purposes. Specific legal matters, labor issues, investigation procedures, personal data protection, record keeping, mental health, and psychological counseling matters may vary depending on the specific workplace situation, the latest laws, and official guidelines; therefore, review by relevant experts or authorities may be required.
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