Recording HR formal meetings 1) Do TfL make a voice recording of TfL formal HR meetings? If not, can you please explain why not 2) If so, if such a voice recording shared with the employee who is in the meeting? If not, can you please explain why not 3) Do TfL use an independent note taker for TfL formal HR meetings? If not, can you please explain why not 4) Do TfL use a note taker from an external supplier for TfL formal HR meetings? If not, can you please explain why not 5) if TfL do use a note taker from an external supplier for TfL formal HR meetings, is a copy of everything they typed in in the meeting shared with the employee who was in the formal meeting? If not, can you please explain why not

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TfL Ref: 0963-1718

Thank you for your web request received by us on 21 July 2017 asking for information about recording formal HR meetings. Thank you also for your clarification on 28 July 2017.

Your request has been considered in accordance with the requirements of the Freedom of Information Act and our information access policy.  I can confirm that we hold the information you require. Your request and our response are as follows:

1) Do TfL make a voice recording of TfL formal HR meetings? If not, can you please explain why not.

No. Our people policies highlight that a note taker may be present, not recordings.

2) If so, if such a voice recording shared with the employee who is in the meeting? If not, can you please explain why not.

Not applicable.

3) Do TfL use an independent note taker for TfL formal HR meetings? If not, can you please explain why not.

We use our own internal admin resource across the business where we can and on occasion we may sometimes use an external provider due to capacity issues.

4) Do TfL use a note taker from an external supplier for TfL formal HR meetings? If not, can you please explain why not.

Yes, only when we have capacity issues.

5) if TfL do use a note taker from an external supplier for TfL formal HR meetings, is a copy of everything they typed in in the meeting shared with the employee who was in the formal meeting? If not, can you please explain why not.

Yes, we do share the a copy of the summary notes.

If this is not the information you are looking for, please do not hesitate to contact me.

Please see the attached information sheet for details of your right to appeal as well as information on copyright and what to do if you would like to re-use any of the information we have disclosed.

Yours sincerely

Sara Thomas

FOI Case Management Team

General Counsel

Transport for London

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