How can IC members leverage technology during a PoSH inquiry?

Internal Committee(IC) established under the Prevention of Sexual Harassment at Workplace (PoSH), Act is responsible for fostering a workplace that is safe, respectful, and free from all forms of sexual harassment. It is their duty to conduct a thorough and impartial investigation and maintain the privacy of the parties involved. 

However, IC members require the right support and resources to conduct an effective and efficient inquiry. This blog is for employers, founders, and decision-makers within the organizations to empower IC members with the access to right resources. It is crucial to simplify the administrative and operative functions of the IC members so that they can focus on holding an effective PoSH inquiry. IC members leveraging technology is not only beneficial for them but also for the overall growth of the organization. 

Schedule a free consultation with Ungender for its Case Management System

Why should organizations invest in technology?

Organizations are constantly on the lookout for better technology for addressing workplace issues. Case Management System (CMS) is one such tool that will change the game. It holds the power to simplify the inquiry process within 16 guided steps. Not only this, but it also has a reminder and task automation feature to simplify the process for your IC members and help them achieve their final decision promptly. Efficiency, accuracy, and cost savings are some of the reasons why organizations should invest in CMS so that it can lead to IC members leveraging technology within the inquiry process.  

Efficiency: Technology streamlines various processes, making it easier to manage and resolve harassment complaints efficiently. It can automate administrative tasks, reducing the time and effort required for documentation and follow-ups.

Accuracy: Digital records are less prone to errors and can be easily accessed, searched, and retrieved. This ensures accurate documentation of all cases, which is crucial for legal compliance and decision-making.

Also read: PoSH Updates: Expanded powers of the IC under the PoSH Act

Cost Savings: Leveraging technology can save costs by reducing the need for physical paperwork, storage space, and manual record-keeping. It can also optimize resource allocation by automating routine tasks.

Remote Collaboration: Technology enables committee members to collaborate effectively, even when they are not physically present in the same location. Virtual meetings, cloud-based document sharing, and communication tools facilitate remote work, allowing committee members to address issues promptly, regardless of location.

Benefits for IC members leveraging technology

Internal Committee (IC) members in India face a multifaceted challenge, meticulously balancing legal compliance, empathetic management, and data protection. Let’s understand the benefits of IC members leveraging technology in a little more detail: 

Vishal Pundir, Quality Assurance Lead, Ungender, says: 

“Imagine having a  tool that makes your life easier. Similar is the function of this tool specifically dedicated to your IC members. Ungender’s Case Management System does just that. It ensures confidentiality for complaints, offers a clear path for investigations and helps ICs act promptly. It’s the key to efficient and confidential case resolution.”

1. Structured workflow

A CMS integrates a structured workflow into managing cases, ensuring that each step, from the lodging of a complaint to the resolution, follows a systematic and legally compliant pathway. This process of IC members leveraging technology has not only aided in maintaining consistency and transparency but also ensured that no vital stage is inadvertently bypassed or neglected.

2. Data confidentiality and protection

Data protection is vital in managing harassment cases to safeguard the dignity and security of involved individuals. A secure CMS ensures that data, including personal information, statements, and evidential documents, are shielded from unauthorized access, thereby maintaining the integrity and confidentiality of the case.

3. Documentation and compliance

IC members must adhere to strict legal parameters and documentation requirements. A CMS aids in seamlessly managing this by automating documentation processes, maintaining records, and ensuring that regulatory compliance, per the stipulations of Indian laws, is consistently upheld. This includes the meticulous storage, retrieval, and submission of case records to statutory bodies when required.

Also read: How to conduct a PoSH investigation?

4. Enhanced communication and coordination

A CMS facilitates smooth communication and coordination among IC members, legal entities, and other stakeholders by centralizing data and creating a unified platform for case management. This enhances the efficiency and efficacy of communication, thereby aiding in swifter and more coherent case handling.

5. Insight and analysis

The system allows for the analysis of data regarding the frequency, nature, and redressal of complaints, providing insights that can be utilized to enhance workplace policies, conduct targeted sensitization programs, and foster a safer, more inclusive working environment.

6. Remote accessibility

In the evolving work culture, remote access to case files, discussions, and resolutions is vital. IC members engage with case management virtually, ensuring that cases are addressed promptly and not restricted by geographical or temporal constraints.

These are some but not all of the benefits of IC members leveraging technology for PoSH inquiry. 

Conclusion

While a case management system may look like a tool, it is much more. It is a strategic ally for Internal Committee members, guiding them through the legal, ethical, and procedural processes of managing workplace sexual harassment cases in India. 

Are you also planning to streamline and standardize the existing inquiry processes for your IC members? Then get in touch with us or connect with us at contact@ungender.in 

Written by:

Pallavi Pareek is the Founder and MD of Ungender. Having handled more than 6,000 sexual harassment and workplace misconduct cases, she is an expert in the field of workplace sexual harassment laws and in building diverse and inclusive workplaces. Pallavi is also the leading advisor, trainer, consultant, and external member for some of India’s biggest organizations in these matters. Her approach is grounded in research, and she draws upon the latest insights and best practices to inform her work.

Aarshi Katiyar is a member of the content and communication team at Ungender. Her work is driven by her understanding of the PoSH law, her writing, and her conversations with the experts in the field of PoSH and DEI.