Sample Workplace Search, Inspection & Investigation Policy

Statement of Purpose

The workplace search, inspection and investigation policy detailed here in has been implemented in an effort to provide a safe and healthy environment for *our employees.

It confirms our right to take the following actions, with or without prior notice, when there is reasonable basis for doing so: search and inspect vehicles entering or leaving the premises; search and inspect any other items of a business or personal nature brought onto the premises; and search any employee’s work area (office or cubicle), desk, files, lockers, and so on.

In this context it should be noted that all employee work areas and associated items as detailed above whether secured or unsecured, are company property. As such they are provided to employees for their use for the use as long the work for *us.

An employee who does not consent to, or hinders any such search, inspection or investigation in any manner faces disciplinary action up to and including termination.

Announced and unannounced searches

*We reserve the right to conduct announced and unannounced searches, as long as there is reasonable basis for doing so. The procedures for each are set forth below.

Authorized persons

Management delegates and supervisory personnel will conduct and observe any searches as described herein.

Timing of searches

The searches as described herein may be conducted during, prior to or after regular business hours.

Unannounced search – procedure

  • At least three authorized persons should conduct this type of search. Of these, two are responsible for the actual search and one should observe and document the activity.
  • To avoid any appearance of impropriety least one of the authorized persons conducting the search should be the same gender as the subject of the search.
  • The search will not begin before the employee is taken aside and spoken to privately. He or she should be informed of the intent to search as per company policy. Consent to search should be requested at this time.
  • The search will not begin until the employee provides written consent to search.
  • Once written consent is obtained, the authorized persons responsible for conducting the search may inspect the employee’s work area, vehicle and/or belongings (as warranted and permitted by company policy). Any items discovered during the search should be inventoried, taken to and stored in a safe location.
  • When the search is over, one of the authorized persons should advise the employee as to what will happen next.
  • An employee who does not give consent to search, or in any way hinders the search should be informed of the consequences and placed on leave pending further disciplinary action.
  • Personal belongings that may be searched when there are satisfactory grounds for doing so includes handbags, wallets, briefcases and so forth. If need be, an authorized person may ask the employee to turn out his or her pockets or remove his or her coat, sweater, and similar clothing. However, any type of strip or body search is strictly prohibited.
  • A comprehensive report detailing the search and relevant results should be generated immediately and submitted to the director of risk management or human resources. They, in turn, should document the discovery of any illicit items and alert the appropriate law enforcement agency.

Announced search – procedure

We also reserve the right to conduct announced searches from time to time, provided there are sufficient grounds for doing so. When we conduct announced searches we will:

  • Give the employee(s) to be searched twenty-four hours’ advance notice.
  • Have at least three authorized persons as defined herein conduct the search.
  • Ensure that two of the authorized persons conduct the search and that one observes and documents it in accordance with protocol.
  • Ensure that all three of the authorized persons involved in the search generate and sign off on applicable paperwork.
  • Ensure that any items of interest are confiscated and dealt with in an appropriate manner.

Employee privacy

An expectation of privacy regarding proper does not apply to employees while they are on the company’s premises.

Provision of policy

This policy is made available to all employees, including management and supervisory personnel, in the company handbook. It is also posted in employee work areas and near all building exits/entrances.

*For the purposes of this policy, the terms “we,” “us,” or “our” refer to [*insert company or business name*]

Featured Image Credit: geralt / Pixabay

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