Search, Inspection & Investigation Policy

Purpose

It is the policy of [Company Name], when deemed necessary by management, for authorized persons to search and inspect both company property and personal items, including vehicles, brought onto company property. An employee's refusal to cooperate in a search, inspection or investigation will result in disciplinary action up to and including termination.

Procedures for Unannounced Searches

Decision to search

In most situations, the following [Company Name] representatives will be involved in a decision to conduct an unannounced search during:

• Office hours:
• • Employee's department director.
  • Director of human resources.
  • [Insert other authorized job titles].
• Times other than office hours:
• • Employee's department director or supervisor.
  • Division director.
  • [Insert other authorized job titles].

The individuals involved in the decision to conduct a search must document the reason(s) for the search.

Conducting searches

The following [Company Name] representatives should conduct and observe any approved unannounced search during:

• Office hours:
• • Employee's director or supervisor.
  • Director of human resources.
  • [Insert other authorized job titles].
     
• Times other than office hours:
• • Employee's director or supervisor.
  • Neutral management representative.
  • [Insert other authorized job titles].

A minimum of three management representatives are required to conduct an unannounced search. Two of these representatives should conduct the search, and the third representative should record the inventory. Items found and identifying locations should be noted.

One of the company representatives conducting the search must be of the same gender as the person whose belongings are being searched.

The search should be conducted in the following manner:

• The employee involved will be taken to a private location and informed that [Company Name] would like to conduct a search and inspection of the employee's personal possessions (including the employee's vehicle), in accordance with company policy. The company representative conducting this meeting should ask the employee if he or she will cooperate with the search.
• The search should not begin until the employee gives written consent to the search.
• In the presence of all required [Company Name] representatives and the employee, the designated company representatives will search as necessary through the employee's locker, work area, personal items or vehicle. The designated company representative should record an inventory of all items found during the search and secure relevant items.
• After the search is completed, the designated company representative should:
• • Conclude the search by either thanking the employee for cooperating or by placing the employee on unpaid suspension pending the outcome of the investigation.
  • Set up a specific time for the employee to meet with the department director or other designated [Company Name] representative.

An employee who refuses to cooperate with a search request from an authorized [Company Name] representative should:

• Not be detained in any way or for any reason but should be informed that any sort of refusal to cooperate will be grounds for disciplinary action up to and including termination.
• Be immediately relieved of duty and placed on unpaid suspension pending investigation.

The following may be searched:

• Any property of [Company Name], including lockers, desks and other individually assigned spaces.
• Any personal property brought onto [Company Name] premises by the employee, including:
• • Pockets
  • Purses/wallets
  • Briefcases
  • Automobiles
  • Shopping bags/boxes
  • Removable clothing

The employee may be asked to remove a coat, sweater, lab coat or similar type of clothing so that it can be inspected. The employee may be asked to empty all pockets on the employee's clothing. The search should not include any form of body searching.

Each [Company Name] representative present during the search/investigation must immediately write an independent report of the incident, or if all parties involved agree, a joint statement/summary may be written and signed by all involved in the search, including the employee(s). The report(s) should be delivered to the director of risk management.

The following information must be included in the report:

• The reason for the search.
• Who was involved in the search.
• Where the search was conducted.
• The date and time of search.
• What, if anything, was found during the search.
• What actions were taken with the employee involved.
• What items were seized and what action was taken with the item(s).
• What instructions were given to the employee.

The director of risk management (or, in the risk management director's absence, the director of human resources) should immediately report to the appropriate authorities any illegal items that are found and should document such notification.

Procedures for Announced Searches

Announced searches will be conducted periodically for health and welfare purposes; however, such searches are not limited to these reasons. Any [Company Name] property, including employee lockers or other individually assigned spaces, may be searched.

• Twenty-four hours' advance notice will be given to the employees affected by the announced search.
• A minimum of three [Company Name] management representatives are required to conduct an announced search.
• Two of these management representatives will conduct the search. The third management representative will document the items found during the search and document where these items were found. All three management representatives will sign this document and certify that the inventory of items found during the search is accurate and complete.

[Company Name] may confiscate and dispose of items found during such searches as necessary.