Workplace dilemmas: do I tell my boss I found his personal document on the work computer?

Each month, our resident agony uncle deals with your workplace concerns. This month, protecting a colleague’s confidentiality

Dear Tim,

At work, we have a fairly simple method for demarcating documents that we’re happy for everyone in the company to see from those that we want to remain private.

    We’re discouraged from using our work computers for personal stuff, but most of us do.  

Most documents are saved on the Public Drive (known as the “P-Drive”), to which everyone has access. But if you’re working on something that you want to keep under wraps, you save it locally on your computer, meaning that you’re the only person who can access it.

We’re discouraged from using our work computers for personal stuff, but most of us do. When you’re working 40-odd hours a week, it’s often only possible to deal with personal correspondence while you’re in the office. Most of us keep a USB stick or external hard drive in our desk drawer on which we store personal documents. This ensures that they don’t (a) clog up the work computer, and (b) fall into the wrong hands.

This is the reason for writing. Today, as I was searching for a letter on the P-Drive, I came across a document with a title I didn’t recognise. I’m the office manager and administrative lead for our company, which employs around 70 people. So it seemed appropriate for me to open the document to find out what it contained.

      “I don’t want him to think I was snooping, or feel embarrassed that I know so much about his personal life.  

When I did so, I got something of a shock. The document was a personal letter, written by a senior manager to his solicitor, in which he details his wife’s infidelities. It’s clearly a part of his divorce proceedings – something that a handful of us know about, but which certainly isn’t common knowledge.

I should say that even those of us who know about the marriage breakdown don’t know any detail. Needless to say, my colleague would be highly embarrassed if the information contained in the letter were known publicly.

So, I have a problem. I want to let him know that he’s accidentally saved the file in the wrong place, meaning that anyone in the company could open it, as I did. But to do so, I need to let on that I’ve read it.

I don’t want him to think I was snooping, or feel embarrassed that I know so much about his personal life. I’m also mindful of his seniority in the business, and worry that he’ll feel awkward hearing the news from me, who is very much his junior.

Which means I don’t really know what to do. Shall I stay quiet and hope he discovers his error himself? Or do I have a conversation, knowing that it could be very tricky indeed?

Reply:

I think you must have the conversation, even though it’ll be challenging for both of you. You need to put his status as a senior manager to one side. If anything, that makes his position all the more serious, and exacerbates his vulnerability. If the letter were discovered by someone less discreet than you clearly are, it could cause no end of embarrassment to its author.

My advice is simple: ask for a quiet chat with your colleague. Tell him it’s about a confidential matter. When you’re in a private space, explain that you were looking for a document and opened something that looked unfamiliar and out of place. Upon reading its content, you felt mortified to have encountered such privileged information. But because it’s on the P-Drive, you feel compelled to tell him, so that he can remove it as appropriate.

It’s my instinct that your colleague will be so relieved that only you have read the letter that he’ll not have time to feel anything other than deeply grateful for your kindness and discretion. As you say, it’s not as if you were snooping. He clearly just made a careless mistake while saving his personal correspondence. You’ve helped prevent no small amount of exposure. I don’t doubt he’ll thank you for that.

Published: 31 May 2019

© 2019 Just Recruitment Group Ltd

If you enjoyed this article, you may like – How to communicate with your employees

You may also enjoy – Just on mental health and wellbeing

Jobs currently available

New job
Fitter/Labourer
Sector: Property and Construction
Salary: Competitive
Location: Colchester
Role: Full Time
Contract: Permanent
Job ref: 913696
About the role

Just Recruitment is looking for a Fitter/Labourer based near Colchester, to join a nationwide, manufacturing-based construction company known for delivering high-quality solutions and excellent customer service. With a wealth of industry experience, they understand the importance of producing top-quality products for their clients.

Ideally, you will have groundworks experience and a fencing background.

You will be travelling to sites to support the team leaders and will be involved with a lot of heavy work such as digging, lifting and manual labour.

Role requirements include:

  • Willing to work long hours
  • Physically able and willing to do manual labour
  • CSCS card is a must
  • Manual labour experience is preferable
  • A driving licence is essential
  • Happy to stay away from home as required
  • Other site-based tickets, such as Ipaf and SSSTS, are advantageous

Benefits include:

  • Competitive basic salary plus overtime
  • 20 days of holidays plus bank holidays
  • Lots of progression is available, as this company like to promote within
  • Opportunity to be put through training courses

This is an excellent opportunity to join a vibrant company on a full-time, permanent basis.

 

Just Recruitment acts as an employment agency for permanent roles.
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more
New job
Field Service Technician (York/Darlington)
Sector: Engineering and Manufacturing
Salary: Discussed on application
Location: York, Darlington
Role: Full Time
Contract: Permanent
Job ref: TB03
About the role

Due to continued growth, one of the world's leading providers of vehicle washing technology is recruiting a Field Service Technician to support customers in the York / Darlington area.

Hours: Monday to Friday, 40 hours per week plus 1 in 3 weekend cover.

The role involves the service and installation of car and commercial valet equipment. You will be responsible for all aspects of planned and reactive maintenance, servicing and repairing equipment, maintaining van stock to required levels, and completing job sheets accurately.

Role requirements include:

  • You will have an Electrical or Mechanical engineering qualification
  • Be willing to travel and stay out overnight as and when required
  • Be willing to take on additional training and relevant courses, including evening courses that the company may pay for
  • Can work on your own initiative or as part of a team, and have problem-solving skills
  • Have a valid, clean UK driving licence
  • Good people skills, presentable and able to liaise directly with customers
  • Be punctual and able to keep accurate and timely documentation
  • IT literate with Microsoft Office and Outlook experience
  • Work within Health & Safety guidelines as set by the company

Benefits include:

  • Company vehicle available
  • Mobile phone
  • Pension scheme
  • Death in service benefit
  • Uniform and tools provided

 

Just Recruitment acts as an employment agency for permanent roles.
The salary advertised is the bracket available for this position. The actual salary paid will be dependent on your level of experience, qualifications and skill set.
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more
Forklift Driver - Counterbalance (10am - 8pm)
Sector: Transport, Logistics and Shipping
Location: Earls Colne
Role: Full Time
Contract: Permanent
Job ref: JC5
About the role

Just Recruitment is delighted to be supporting a transport and logistics business in Earls Colne with the recruitment of a Forklift Driver, due to increased workload.

This is a permanent opportunity!

To be considered for this role, you must have a Counterbalance licence that is valid and up-to-date — previous experience operating these trucks is required.

This is a busy and varied role where you could be working in the yard, moving goods, stock checking, or loading and unloading trucks throughout the day.

This is a great company to be part of — offering further progression and development.

Hours: 10am to 8pm.

Overtime is also available (subject to business requirements).

Free parking is available on site, as well as further company benefits.

Please note that, due to the company’s location, you must have access to your own transport.

 

Just Recruitment acts as an employment agency for permanent roles.
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more
Forklift Driver - Bendi (8am - 6pm)
Sector: Transport, Logistics and Shipping
Location: Earls Colne, Essex
Role: Full Time
Contract: Permanent
Job ref: JC4
About the role

Just Recruitment is delighted to be supporting a transport and logistics business in Earls Colne with the recruitment of a Forklift Driver, due to increased workload.

This is a permanent opportunity!

To be considered for this role, you must have a Bendi/Flexi licence that is valid and in date — previous experience operating these trucks is required.

This is a busy and varied role where you could be working in the yard, moving goods, stock checking, or loading and unloading trucks throughout the day.

This is a great company to be part of — offering further progression and development.

Hours: 8am to 6pm.

Overtime is also available (subject to business requirements).

Free parking is available on site, as well as further company benefits.

Please note that, due to the company’s location, you must have access to your own transport.

 

Just Recruitment acts as an employment agency for permanent roles.
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more