Risk Tip: Take Extra Care When Documenting Employees

As is often the case with risk and insurance, a few extra steps and attention to detail can pay an enormous dividend. We all have basic employee files with the standard information. We suggest to many of our clients however that they should include a few extra details about their employees for future reference.

1. Take a Digital Picture (Head Shot)  –  You never know when and how valuable this one picture could be. Here a just a few examples of future potential uses:

  • If the employee travels domestically or internationally and runs into trouble either from a kidnapping or other nefarious event, the ability to respond quickly to local authorities request for recent information can make a huge difference.
  • In larger organizations, or organizations with a transitional workforce where you might not know all employees, a photo on file might help identify a potential assailant in a workplace violence event.
  • If you are ever in the unenviable position of having to hire a private investigator to track an ex employee it’s very helpful if the investigators have a recent photo to help them identify the person they are investigating as it saves time, and insures accuracy.

2. If employees travel with their own personal vehicle on business, such as sales people, job superintendents, e.t.c., it is helpful to have the declarations page of their personal auto policy showing coverage limits, effective dates, and the policy number. If they are involved in a motor vehicle accident HR will want to be sure a claim has been filed on their personal auto policy first. It also offers the opportunity to increase limits to protect the corporate P&L.

In our business the more info we have the better as I have yet to meet anyone smart enough to see it all coming from a mile away!

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