5 Tools to Help You Document Workplace Misconduct
Why Documentation Is Your First Line of Defense
In the entertainment industry, workplace misconduct is often hard to report—and even harder to prove. Whether you’re a freelancer, crew member, or assistant, documentation is your most powerful tool. It creates a time-stamped record of what happened, protects your legal rights, and gives you control over your story. Documentation can include physical evidence, computer files, and other evidence such as witness statements, all of which help substantiate your case. Especially for those without HR access or union representation, documenting misconduct can be a first step toward safety and justice.
What Counts as Workplace Misconduct?
Workplace misconduct covers a wide range of harmful behaviors, including:
Sexual harassment or coercion
Verbal abuse, bullying, or intimidation
Discrimination based on race, gender, sexuality, or disability
Retaliation for speaking up or setting boundaries
These behaviors can happen on set, in production meetings, or behind the scenes. Even subtle or one-off incidents—like being humiliated in front of a team—are worth documenting. Unethical behavior should also be documented, even if it does not rise to the level of a policy violation. Patterns often emerge over time.
Open communication and employee feedback are essential for creating a trusted environment where employees feel safe to report misconduct. The HR department plays a key role in handling reports and supporting employees through the documentation process.
Key Features to Look for in a Documentation Tool
When choosing a documentation tool, prioritize:
Security and encryption to keep your records safe from prying eyes
Time-stamping to validate when each entry was made
Privacy controls that let you manage who sees your information
Export options so you can share files with legal or support teams when needed Your documentation should empower you—not add more stress.
1. MyConnext.org
MyConnext is a trauma-informed, anonymous platform created specifically for entertainment professionals. It offers:
Encrypted, time-stamped entries
Secure storage for ongoing records
An option to report misconduct or retain it for future reference or use
For gig workers or freelancers without formal HR channels, MyConnext is a safe, accessible option.
2. Google Docs (With Caution)
Google Docs is easy to use and date-stamps all edits. You can:
Write detailed accounts of incidents
Use Google Docs to create a formal write up of an incident, which can be shared with HR or management
Organize them in folders by date or project
However, privacy is a concern. Avoid using work accounts, and always password-protect your device and files. In formal processes, employees may be asked to sign a digital document to acknowledge receipt of a write up.
3. Signal or Encrypted Messaging Apps
Signal allows secure communication and can serve as a quick log:
Send yourself or a trusted contact voice notes or text summaries
Keep a real-time record of what happened. These apps can also facilitate clear communication between employees and trusted contacts when reporting urgent incidents.
While not ideal for long-term documentation, it’s useful for capturing urgent incidents.
4. Evernote or OneNote
These note-taking apps let you log text, voice memos, and attachments:
Sync across devices
Add photos, documents, or screenshots
These apps can also be used to compile case reports and support case management by organizing all related documentation in one place.
Be sure to use strong passwords and avoid storing sensitive files on shared devices.
5. Legal Aid or Whistleblower Platforms (e.g. Whispli, AllVoices)
These platforms are built for secure, anonymous reporting:
Let you report to third-party investigators or legal professionals
Offer protections for whistleblowers
They help ensure due process and protect employee rights during investigations and legal proceedings. They may be especially useful if you plan to take formal legal action later.
The Role of Managers and HR in Handling Documentation
Managers and HR professionals are on the front lines when it comes to addressing workplace misconduct. Their role is to ensure that every report is documented accurately, investigated thoroughly, and handled according to the company’s progressive discipline process. This means collecting evidence, interviewing involved parties and witnesses, and maintaining detailed records throughout the investigation. Proper training is essential so that managers and HR understand how to handle sensitive situations, follow company policies, and support both the reporting employee and the accused. By taking documentation seriously and following established procedures, managers and HR help ensure that disciplinary actions are fair, consistent, and legally sound. This not only protects the company but also reinforces a workplace culture where misconduct is addressed swiftly and appropriately.
Best Practices for Recording and Protecting Your Files
Once you begin documenting, follow these safety tips:
Back up securely using encrypted cloud storage or external drives
Avoid using shared devices or accounts connected to your workplace
Be consistent: log updates promptly and stick to facts. Maintaining accurate employee records helps identify recurring issues and ensure consistency in how incidents are documented and addressed. The goal is to build a credible record you can rely on.
When and How to Use Your Documentation
You don’t need to act immediately, but your records are there when you’re ready:
Use them to brief an ombuds, legal advisor, or support organization
Submit entries to HR or union reps when ready to report. Your documentation may be used as the basis for disciplinary action and can support the disciplinary process, including steps in a progressive discipline plan such as issuing a final written warning.
Maintain control over who sees what, and when digital documentation gives you options—and power.
Final Thoughts – Documentation Is Empowerment
You don’t have to wait for permission to protect yourself. Documentation validates your experience, even if you never report. It builds a foundation for action, healing, and justice. Start today—because your story, your safety, and your peace of mind matter.