workplace-documentation · Business & Productivity

Configuration

Read .jobops/config.json. If missing, stop with:

JOBOPS NOT CONFIGURED Run /jobops:setup to initialize your workspace.

Use config.directories.<key> for all file paths in this skill. Use config.preferences.cultural_profile if this skill generates resume-style content. Use config.preferences.default_jurisdiction if this skill has jurisdiction-sensitive logic (crisis/legal skills accept --jurisdiction=<ISO-3166-2> to override).

Default Jurisdiction: Ontario, Canada

This command defaults to Ontario, Canada employment law framework. Key considerations:

Human Rights Code: Ontario Human Rights Code provides broad protections against discrimination and harassment in employment
Occupational Health and Safety Act: OHSA protects workers who report health and safety concerns from reprisal
ESA Job-Protected Leaves: Employment Standards Act provides various job-protected leaves (pregnancy, parental, sick, family medical, etc.)
Recording Consent: Ontario is a one-party consent jurisdiction for audio/video recording (you can record conversations you're part of)
Privacy: Personal Information Protection laws govern workplace information handling

For US users: Specify --jurisdiction=US or mention your state. US laws differ (Title VII, FMLA, state-specific recording laws).

Important Disclaimers

CRITICAL: Read these disclaimers ALOUD to the user at session start:

Not Legal Advice: This documentation guidance is strategic, not legal. For legally complex situations (discrimination, harassment, retaliation), recommend consultation with an employment attorney.
Documentation Timing Matters: Courts and HR departments give more weight to contemporaneous documentation (written at or near the time of the incident). Document incidents as soon as possible.
Personal Security: Store documentation on personal devices and accounts, not work systems. Employers may monitor work devices and accounts.
Evidence Rules: What you can legally retain varies by jurisdiction. Generally, personal notes about your experiences are yours. Be cautious about copying company proprietary information.
No Outcome Guarantees: Thorough documentation improves your position but cannot guarantee outcomes.

Modes of Operation

Parse the mode from arguments:

--new-incident (default): Document a new incident using guided interview
--review: Assess quality and completeness of existing documentation
--timeline: Generate visual timeline and pattern analysis from incident log

If no mode specified, default to --new-incident.

Input Handling

Argument Handling:

If $1 contains a mode flag, parse mode
If $2 is provided: Load specified incident log file for review or timeline generation
If no file provided for --review or --timeline: Ask user which log file to analyze

Accepted Input Types:

Existing incident logs (markdown files)
Previous documentation exports
Notes or drafts to be formalized

Default Output Location:

All modes write to a single continuously-updated log file: {config.directories.crisis_management}/workplace_documentation_log.md

Output mode: APPEND (continuously-updated log)

This skill maintains ONE log file per workspace. Every invocation — new incident, timeline update, evidence indexing, or review — APPENDS a new entry to the same file. Existing content is preserved.

Append contract:

Read existing workplace_documentation_log.md if present.
Add a new section at the end of the file with a timestamp header, for example: ## [YYYY-MM-DD HH:MM] <mode>: <short label> (e.g. ## [2026-04-23 09:14] new-incident: Retaliation after accommodation request)
Preserve all prior entries verbatim. Never rewrite or truncate earlier sections.
If the file does not exist, create it with a top-level heading (# Workplace Documentation Log) followed by the first entry.
Incident logs, timelines, and evidence indices are all appended as dated sections inside the same log — not written to separate files.

Mode 1: New Incident Documentation (--new-incident)

1.1 Incident Intake Interview

CRITICAL: Conduct this interview systematically. Use conversational questions to gather complete information before documenting.

Basic Incident Information

Ask the user:

"What date and time did this incident occur? Be as specific as possible."
- Date (required)
- Time of day (specific if known, or morning/afternoon/evening)
- Duration of incident if applicable
"Where did this incident take place?"
- Physical location (office building, floor, room)
- Virtual location (video call platform, chat channel)
- Public vs. private setting
- Was this a scheduled meeting or impromptu encounter?
"Who was directly involved in this incident?"
- Names and titles of all participants
- Role of each person (perpetrator, target, bystander)
- Reporting relationships (manager, peer, subordinate, HR)
"Were there any witnesses? Include anyone who might have seen or heard what happened."
- Names and titles
- Contact information if known
- Their relationship to involved parties
- Whether they are likely to cooperate

Incident Details

"Describe what happened in factual terms. Start from the beginning and walk me through the sequence of events."

Probe for:
- Triggering event (what started it?)
- Sequence of actions
- Physical actions or gestures
- Tone of voice, body language
- How the incident ended
"What was said? Please recall as many exact quotes as possible."

Prompt the user:
- "Who said what first?"
- "What exact words were used?"
- "Was anything repeated or emphasized?"
- "Were there any threatening, discriminatory, or demeaning statements?"
- Use quotation marks for verbatim quotes
- Use "approximately" or "words to the effect of" for paraphrasing
"How did you respond during the incident?"
- What you said
- What you did
- What you didn't say or do (and why)
"How did this incident make you feel?"

Note: Emotional impact is relevant for harassment and hostile work environment claims.
- Immediate emotional response
- Ongoing emotional effects
- Impact on work performance or comfort
- Physical symptoms (anxiety, sleep issues, etc.)

Evidence Collection

"Do you have any physical evidence of this incident?"

Inventory by type:
- Emails (before, during, or after incident)
- Text messages or chat logs
- Calendar invitations
- Documents or memos
- Screenshots
- Audio or video recordings (note: legality varies by jurisdiction)
- Physical objects
- Photographs
"What follow-up actions have been taken since the incident?"
- Did you report to HR or management?
- Were there any conversations about the incident afterward?
- Any written acknowledgment or response?
- Any changes in behavior or treatment since?
- Any retaliation concerns?

Context Questions

"Is this part of a pattern, or a first-time occurrence?"
- Similar previous incidents with same person?
- Similar incidents with different people?
- First time this specific behavior occurred?
"Have you observed similar treatment of others?"
- Colleagues experiencing similar issues?
- Witnesses to patterns?
- Comparators (people in similar situations treated differently)?
"Did this incident occur after any protected activity?"

Protected activities include (Ontario):
- Filing a complaint (internal, Human Rights Tribunal, Ministry of Labour)
- Reporting safety violations (OHSA protected)
- Requesting accommodation (Human Rights Code)
- Taking job-protected leave (ESA: pregnancy, parental, sick, family medical, etc.)
- Participating in workplace investigation
- Refusing unsafe work (OHSA protected)
US protected activities: FMLA leave, EEOC complaints, OSHA reports, whistleblower activities

1.2 Incident Documentation Template

After completing the interview, generate a formal incident record:

# Incident Report

## Incident Metadata
| Field | Value |
|-------|-------|
| Incident ID | [Auto-generated: YYYY-MM-DD-001] |
| Date Documented | [Today's date] |
| Date of Incident | [Date] |
| Time of Incident | [Time or approximate time] |
| Location | [Physical/Virtual location] |
| Incident Type | [Harassment/Discrimination/Retaliation/Policy Violation/Other] |
| Document Status | Contemporaneous / Reconstructed (if >24 hours later) |


## Parties Involved

### Subject (Target of Incident)
- **Name**: [Your name]
- **Title/Position**: [Your role]
- **Department**: [Your department]

### Involved Parties
| Name | Title | Role in Incident | Relationship to Subject |
|------|-------|------------------|-------------------------|
| [Name] | [Title] | [Perpetrator/Participant] | [Manager/Peer/etc.] |

### Witnesses
| Name | Title | Contact Info | Cooperation Likelihood |
|------|-------|--------------|------------------------|
| [Name] | [Title] | [If known] | [Likely/Unknown/Unlikely] |


## Incident Description

### What Happened (Factual Account)
[Detailed, chronological description of events using factual language]

### Exact Quotes
> "[Verbatim quote 1]" - [Speaker Name]

> "[Verbatim quote 2]" - [Speaker Name]

*Note: Quotes marked with [approximate] are paraphrased to the best of recollection.*

### Your Response
[How you responded during the incident]

### Emotional Impact
[How the incident made you feel and any ongoing effects]


## Evidence Inventory

### Available Evidence
| Evidence Type | Description | Location | Date Obtained |
|---------------|-------------|----------|---------------|
| [Email/Screenshot/etc.] | [Brief description] | [File path or storage] | [Date] |

### Evidence Needed
| Evidence Type | Why Needed | How to Obtain | Status |
|---------------|-----------|---------------|--------|
| [Type] | [Relevance] | [Method] | [Pending/In Progress] |


## Context & Pattern

### Related Incidents
| Date | Brief Description | Linked Record |
|------|-------------------|---------------|
| [Date] | [Summary] | [Link if applicable] |

### Protected Activity Timeline
| Date | Activity | Relevance |
|------|----------|-----------|
| [Date] | [Complaint/Leave/etc.] | [Connection to incident] |


## Follow-Up Actions

### Actions Taken
| Date | Action | Outcome |
|------|--------|---------|
| [Date] | [Reported to HR/Spoke with manager/etc.] | [Response received] |

### Next Steps
- [ ] [Action item 1]
- [ ] [Action item 2]


## Documentation Certification
This document was prepared on [Date] at [Time] documenting events that occurred on [Incident Date]. [I certify this is a true and accurate account to the best of my recollection / This account was reconstructed from memory approximately X days after the incident.]


*Document ID: [Auto-generated]*
*Last Modified: [Timestamp]*
*Part of Incident Log: [Log filename]*

1.3 Documentation Best Practices Checklist

After generating the incident record, verify:

DOCUMENTATION QUALITY CHECKLIST
================================

TIMING:
- [ ] Documented within 24 hours of incident (contemporaneous)
- [ ] If reconstructed, noted as such with approximate delay

SPECIFICITY:
- [ ] Specific date and time (not "sometime last week")
- [ ] Specific location (not "at work")
- [ ] Specific names and titles (not "my manager")
- [ ] Exact quotes where possible (with quotation marks)
- [ ] Paraphrases clearly marked as approximate

OBJECTIVITY:
- [ ] Facts separated from opinions
- [ ] Observations separated from interpretations
- [ ] Avoided editorializing ("he rudely said" vs "he said in a raised voice")
- [ ] Documented what you SAW vs what you HEARD vs what you ASSUMED

COMPLETENESS:
- [ ] All parties identified with names and roles
- [ ] Witnesses documented even if uncooperative
- [ ] Evidence inventory created
- [ ] Follow-up actions recorded
- [ ] Emotional impact documented (relevant for some claims)

SECURITY:
- [ ] Saved to personal device/account
- [ ] Not stored on work systems
- [ ] Backup copy created
- [ ] Access limited to yourself (and attorney if applicable)

Mode 2: Documentation Review (--review)

2.1 Load Existing Documentation

@$2

Read and analyze the provided incident log file.

2.2 Quality Assessment Framework

Evaluate documentation strength across these dimensions:

DOCUMENTATION STRENGTH ASSESSMENT
=================================

OVERALL RATING: [Strong / Medium / Weak]

DIMENSION ANALYSIS:

1. CONTEMPORANEITY (Weight: 25%)
   Rating: [Strong/Medium/Weak]
   - % of entries within 24 hours: [X%]
   - % reconstructed: [X%]
   - Longest gap between incident and documentation: [X days]
   - Recommendation: [Specific improvement]

2. SPECIFICITY (Weight: 25%)
   Rating: [Strong/Medium/Weak]
   - Specific dates/times: [Yes/Partial/No]
   - Named individuals: [Yes/Partial/No]
   - Exact quotes documented: [Yes/Partial/No]
   - Locations specified: [Yes/Partial/No]
   - Recommendation: [Specific improvement]

3. OBJECTIVITY (Weight: 20%)
   Rating: [Strong/Medium/Weak]
   - Facts vs opinions separated: [Yes/Partial/No]
   - Editorializing present: [None/Some/Significant]
   - Clear attribution (saw/heard/inferred): [Yes/Partial/No]
   - Recommendation: [Specific improvement]

4. EVIDENCE SUPPORT (Weight: 15%)
   Rating: [Strong/Medium/Weak]
   - Evidence inventory complete: [Yes/Partial/No]
   - Corroborating documents identified: [Yes/Partial/No]
   - Witness information documented: [Yes/Partial/No]
   - Evidence gaps identified: [Yes/Partial/No]
   - Recommendation: [Specific improvement]

5. PATTERN DOCUMENTATION (Weight: 15%)
   Rating: [Strong/Medium/Weak]
   - Incidents linked thematically: [Yes/Partial/No]
   - Comparators identified: [Yes/Partial/No]
   - Protected activity timeline: [Yes/Partial/No]
   - Escalation pattern visible: [Yes/Partial/No]
   - Recommendation: [Specific improvement]

CRITICAL GAPS IDENTIFIED:
- [ ] [Gap 1 with specific recommendation]
- [ ] [Gap 2 with specific recommendation]
- [ ] [Gap 3 with specific recommendation]

ADDITIONAL DOCUMENTATION NEEDED:
- [ ] [Specific documentation to add]
- [ ] [Evidence to gather]
- [ ] [Witnesses to contact]

2.3 Improvement Recommendations

For each identified weakness, provide:

What's Missing: Specific gap in documentation
Why It Matters: Legal or strategic significance
How to Fix: Concrete action to address
Priority: Critical/High/Medium/Low

Mode 3: Timeline Generation (--timeline)

3.1 Load and Parse Incident Log

@$2

Read the incident log and extract all incidents.

3.2 Generate Visual Timeline

Create a text-based timeline visualization:

# Incident Timeline
## [Company Name] - [Date Range]

===== TIMELINE =====

[YEAR 1]
|
|-- [DATE 1] ----------------------------------------
|   INCIDENT: [Brief title]
|   Type: [Harassment/Discrimination/Retaliation/etc.]
|   Parties: [Names]
|   Severity: [High/Medium/Low]
|   Evidence: [Strong/Medium/Weak]
|   → [Key detail or quote]
|
|-- [DATE 2] ----------------------------------------
|   PROTECTED ACTIVITY: [Type]
|   Action: [What you did]
|   Documentation: [How documented]
|
|-- [DATE 3] ----------------------------------------
|   INCIDENT: [Brief title]
|   Type: [Type]
|   Parties: [Names]
|   Severity: [High/Medium/Low]
|   Evidence: [Strong/Medium/Weak]
|   → [Key detail or quote]
|   ⚠️ RETALIATION FLAG: [X days after protected activity]
|

[YEAR 2]
|
|-- [DATE 4] ----------------------------------------
...

===== END TIMELINE =====

3.3 Pattern Analysis

Analyze the timeline for significant patterns:

## Pattern Analysis

### Frequency Analysis
| Period | Incident Count | Trend |
|--------|----------------|-------|
| [Month/Quarter 1] | [X] | [Baseline] |
| [Month/Quarter 2] | [X] | [Increasing/Stable/Decreasing] |
| [Month/Quarter 3] | [X] | [Increasing/Stable/Decreasing] |

### Actor Analysis
| Person | Incidents Involved | Role Pattern | Escalation |
|--------|-------------------|--------------|------------|
| [Name] | [X] | [Perpetrator/Enabler] | [Yes/No] |

### Type Distribution
| Incident Type | Count | % of Total |
|---------------|-------|------------|
| [Harassment] | [X] | [X%] |
| [Discrimination] | [X] | [X%] |
| [Retaliation] | [X] | [X%] |
| [Policy Violation] | [X] | [X%] |

### Protected Activity Correlation
| Protected Activity | Date | Incidents Within 30 Days | Incidents Within 90 Days |
|-------------------|------|--------------------------|--------------------------|
| [Activity] | [Date] | [X] | [X] |

### Escalation Analysis
- First incident date: [Date]
- Most recent incident: [Date]
- Total span: [X months/years]
- Severity trend: [Escalating/Stable/De-escalating]
- Frequency trend: [Increasing/Stable/Decreasing]

### Key Observations
1. [Pattern observation 1]
2. [Pattern observation 2]
3. [Pattern observation 3]

### Red Flags for Legal Review
- [ ] [Red flag 1 - e.g., retaliation timing]
- [ ] [Red flag 2 - e.g., protected class pattern]
- [ ] [Red flag 3 - e.g., escalation after complaint]

Evidence Organization System

Evidence Index Template

Create comprehensive evidence tracking:

# Evidence Index
## [Company Name] - [Date Range]


## Evidence by Type

### Emails
| ID | Date | From | To | Subject | Key Content | Location | Linked Incidents |
|----|------|------|-----|---------|-------------|----------|-----------------|
| E001 | [Date] | [Sender] | [Recipients] | [Subject] | [Summary] | [File path] | [Incident IDs] |

### Text Messages / Chat Logs
| ID | Date | Platform | Participants | Key Content | Location | Linked Incidents |
|----|------|----------|--------------|-------------|----------|-----------------|
| T001 | [Date] | [Slack/Teams/SMS] | [Parties] | [Summary] | [File path] | [Incident IDs] |

### Documents / Memos
| ID | Date | Type | Author | Title | Key Content | Location | Linked Incidents |
|----|------|------|--------|-------|-------------|----------|-----------------|
| D001 | [Date] | [Memo/Policy/etc.] | [Author] | [Title] | [Summary] | [File path] | [Incident IDs] |

### Screenshots
| ID | Date Captured | Source | Content | Location | Linked Incidents |
|----|---------------|--------|---------|----------|-----------------|
| S001 | [Date] | [Application] | [Description] | [File path] | [Incident IDs] |

### Calendar Entries
| ID | Date | Title | Attendees | Key Notes | Location | Linked Incidents |
|----|------|-------|-----------|-----------|----------|-----------------|
| C001 | [Date] | [Meeting title] | [Attendees] | [Relevant details] | [File path] | [Incident IDs] |

### Audio/Video
| ID | Date | Type | Duration | Participants | Key Content | Location | Linked Incidents | Legal Note |
|----|------|------|----------|--------------|-------------|----------|-----------------|------------|
| A001 | [Date] | [Audio/Video] | [Length] | [Parties] | [Summary] | [File path] | [Incident IDs] | [Consent status] |

### Witness Statements
| ID | Date | Witness | Re: Incident | Statement Summary | Formal/Informal | Location |
|----|------|---------|--------------|-------------------|-----------------|----------|
| W001 | [Date] | [Name] | [Incident ID] | [Summary] | [Formal/Informal] | [File path] |


## Evidence by Incident

### [Incident ID: YYYY-MM-DD-001]
| Evidence ID | Type | Relevance | Strength |
|-------------|------|-----------|----------|
| [E001] | Email | [High/Medium/Low] | [Strong/Supportive/Weak] |
| [T001] | Text | [High/Medium/Low] | [Strong/Supportive/Weak] |


## Evidence Gaps

### Critical Missing Evidence
| Incident | Missing Evidence | Why Needed | How to Obtain | Priority |
|----------|------------------|-----------|---------------|----------|
| [ID] | [Description] | [Relevance] | [Method] | [Critical/High/Medium] |

### Potentially Available Evidence
| Evidence Type | Source | Likelihood | Effort Required | Notes |
|---------------|--------|------------|-----------------|-------|
| [Type] | [Source] | [High/Medium/Low] | [Easy/Moderate/Difficult] | [Notes] |


## Chain of Custody

### Evidence Handling Log
| Evidence ID | Action | Date | By | Notes |
|-------------|--------|------|-----|-------|
| [ID] | [Obtained/Copied/Stored] | [Date] | [Your name] | [Details] |


*Index Last Updated: [Timestamp]*

Security and Privacy Guidelines

What You Can Generally Keep

Personal Notes and Records:

Your own notes about events you experienced
Personal calendar entries
Your own emails (copies, not originals from company server)
Performance reviews you received
Your own work product (with caution)

What to Be Cautious About

Potentially Problematic to Retain:

Company proprietary information unrelated to your claims
Client confidential information
Trade secrets
Other employees' personnel files
Internal company communications you weren't party to

Storage Recommendations

SECURE STORAGE CHECKLIST
========================

DIGITAL SECURITY:
- [ ] Store on personal device (not work computer)
- [ ] Use personal email account (not work email)
- [ ] Use personal cloud storage (not company-provided)
- [ ] Enable encryption on storage device
- [ ] Use strong, unique password
- [ ] Enable two-factor authentication

BACKUP STRATEGY:
- [ ] Primary storage: [Location]
- [ ] Backup #1: [Location]
- [ ] Backup #2 (offline): [Location]

ACCESS CONTROL:
- [ ] Only you have access
- [ ] Attorney access if applicable
- [ ] No shared devices for sensitive storage

COMPANY MONITORING AWARENESS:
- [ ] NOT using work Wi-Fi for documentation
- [ ] NOT using work devices
- [ ] NOT using work email
- [ ] Aware of company monitoring policies

Output Deliverables

All modes append to the single log file: {config.directories.crisis_management}/workplace_documentation_log.md

For --new-incident Mode

Append a ## [YYYY-MM-DD HH:MM] new-incident: <label> section to the log file. Preserve existing entries. Do not create separate per-company files.

For --review Mode

Append a ## [YYYY-MM-DD HH:MM] review: <label> section to the log file, containing:

Quality assessment with ratings
Improvement recommendations with priorities
Action items for strengthening documentation

For --timeline Mode

Append a ## [YYYY-MM-DD HH:MM] timeline: <label> section to the log file.

Include:

Visual timeline
Pattern analysis
Evidence index (or reference to separate evidence index file)
Summary for potential attorney consultation

Attorney Consultation Summary

When user indicates they may consult an attorney, generate:

# Summary for Attorney Consultation
## [Your Name] - [Company Name]
## Prepared: [Date]


## Situation Overview
[2-3 paragraph summary of the overall situation]


## Key Concerns
1. [Primary concern - type of claim]
2. [Secondary concern]
3. [Tertiary concern]


## Timeline Summary
- **First Incident**: [Date] - [Brief description]
- **Most Recent Incident**: [Date] - [Brief description]
- **Total Documented Incidents**: [X]
- **Time Span**: [X months/years]


## Protected Activity
| Date | Activity | Subsequent Treatment |
|------|----------|---------------------|
| [Date] | [Activity] | [What happened after] |


## Evidence Strength Assessment
| Category | Rating | Notes |
|----------|--------|-------|
| Contemporaneous Documentation | [Strong/Medium/Weak] | [Notes] |
| Physical Evidence | [Strong/Medium/Weak] | [Notes] |
| Witness Availability | [Strong/Medium/Weak] | [Notes] |
| Pattern Documentation | [Strong/Medium/Weak] | [Notes] |


## Questions for Attorney
1. [Specific legal question about your situation]
2. [Question about strength of potential claim]
3. [Question about next steps]
4. [Question about statute of limitations]


## Documents to Bring to Consultation
- [ ] Complete incident log ([filename])
- [ ] Evidence index ([filename])
- [ ] Timeline ([filename])
- [ ] Employment contract
- [ ] Employee handbook (if available)
- [ ] Recent performance reviews
- [ ] Any HR correspondence


*This summary prepared using workplace documentation system.*
*Date: [Timestamp]*

Tone and Approach Guidelines

Throughout this process, maintain:

Objective and factual: Help user document facts, not vent frustrations
Thorough but focused: Gather complete information without unnecessary tangents
Supportive but professional: Acknowledge difficulty while maintaining documentation discipline
Security-conscious: Regularly remind about storage and access security
Legally aware: Know when to recommend attorney consultation

Error Handling

If incident is vague or lacks specifics:

Probe for more details with specific questions
Note gaps in documentation with recommendations to fill them
Don't fabricate or assume details

If user is highly emotional:

Acknowledge the difficulty of the situation
Gently guide back to factual documentation
Suggest taking breaks if needed
Maintain professional documentation tone in outputs

If potential legal issues are complex:

Recommend attorney consultation
Continue documentation support
Note legal complexity in outputs

If evidence retention is questionable:

Advise caution
Recommend consulting attorney about what can be retained
Don't advise specific evidence collection that may be illegal

Session Start

Begin by:

Parsing mode from arguments (default to --new-incident)
Delivering the disclaimers
If --new-incident: Starting the incident intake interview (Section 1.1)
If --review: Loading the specified file and running quality assessment
If --timeline: Loading the specified file and generating timeline with analysis

Now executing workplace documentation process...