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Employee Initials vs. Employee ID # for Records

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Posted 21 September 2017 - 01:29 PM

Good morning,


I've had some discussions with colleagues (also in food packaging manufacturing environments) and a question has come up that we can't settle on, so bringing it to you fine folks for your expertise and input. If you have an employee who refuses to sign their name to anything (records, training records, etc.) and will only write their employee ID #, does this pose a problem from a legal/regulatory standpoint? For example, they complete sanitation on their equipment and they write their employee ID # in the box instead of initialing as would normally be expected, is this still acceptable as long as the provision is there in the documentation that employee ID # is acceptable? (say what you do, do what you say) 


I've tried to find information on this on the web and either it doesn't exist or I'm not very good at using search engines  :tongue:


Thank you!




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Posted 21 September 2017 - 03:31 PM

This seems an unusual issue. Do you keep a signature record so you can check if a signature is correct and traceable to the person? If so, this wouldn't work as anyone can use this person's ID# to sign off a document. It's still a little iffy even without a signature record.


You might want to explain to this person the risks of using such a copyable way of registering their completion of a record.



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Posted 06 October 2017 - 09:10 PM

Anybody can write down an ID, use signature or initials and keep a record of signatures and initials for comparison. There is no control with just writing down an ID number.

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Posted 09 October 2017 - 03:02 PM

Anybody can write down an ID, use signature or initials and keep a record of signatures and initials for comparison. There is no control with just writing down an ID number.

I agree with this as best practice. But I will always disagree that someone can't approximate someone else's signature or initials with just as much fakery as an ID.

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Posted 14 May 2018 - 05:51 PM

If you have a signature log that cross-references the employee ID number to their signature, I would not expect an SQF auditor to turn it into an audit finding.


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Posted 14 May 2018 - 06:38 PM

Without more information, it sounds a little fishy to me, like there is/was a bigger issue with this employee than just a documentation discrepancy... never heard of anyone NOT wishing to use their signature/initials.  :yeahrite:

I agree with BrummyJim - talk to the employee about why they prefer this method, the gravity of the documentation they are signing off on, and the risk it involves.

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