Resolution Documentation: Tracking Final Actions After an Investigation

Overview

After Work Shield concludes an investigation and delivers a resolution recommendation, the final step belongs to you—our client partner. You are responsible for communicating the outcome to the involved parties and taking any final internal actions. Now, with our new Resolution Documentation feature (sometimes referred to as "Close the Loop"), you can record those steps directly in the Work Shield portal.

This optional but valuable tool supports compliance, transparency, and defensibility. It brings clarity and consistency to how final resolution steps are tracked and stored, all in one place.

What You Can Document

For each individual involved in the investigation (e.g., complainant, accused, witnesses), you can log:

• Who was notified of the resolution.

• How the resolution was communicated (e.g., phone call, in-person meeting, email).

• Any corrective or preventative action taken.

• Whether an anti-retaliation warning was delivered.

• Internal notes (to reflect policy language, internal protocols, or just useful context).

Each entry is editable in case updates are needed after submission.

Why It Matters

This isn’t just about record-keeping; it’s about risk management. Documenting your resolution steps:

• Provides an audit trail in case of future disputes or claims

• Helps demonstrate compliance with anti-retaliation obligations

• Reduces internal confusion about whether and how communications were made

• Supports consistent, repeatable practices across your HR or compliance teams

FAQs

Do I have to use this feature?

No. This is optional and designed to support your existing resolution process—not replace it.

Does Work Shield notify employees of the outcome?

No. Work Shield delivers the findings and recommendations to your team. You are responsible for closing the loop with involved employees. This tool simply allows you to document that process.

Can I go back and edit a resolution entry?

Yes. All fields in the Resolution tab are editable in case you need to update information.

Does this tie into compliance standards?

Yes. While federal law does not require you to document resolution steps, doing so supports compliance best practices and can serve as important evidence if your organization’s response is ever questioned. Documenting who was notified, how communication occurred, and whether anti-retaliation language was delivered strengthens your legal defensibility and demonstrates that you took reasonable, good-faith action.

Is the resolution documentation visible to the complainant or other employees?

No. Resolution documentation is internal to your organization and visible only to designated administrators. Complainants and involved parties do not have access to these records.