Sexual Harassment (POSH) Records: Maintaining a digital record of internal committee meetings and staff training.
Under the POSH Act, 2013, every institute with 10+ employees must maintain detailed records. Here's how to digitize, organize, and never miss a compliance deadline.
📋 What the POSH Act Requires
Internal Committee (IC)
Constitute an IC with at least 4 members, half of whom must be women. One external member from NGO or women's organization.
Annual Staff Training
Conduct POSH awareness training for all employees at least once a year. Maintain attendance records and training materials.
Quarterly IC Meetings
IC must meet at least once every quarter. Minutes must be recorded and maintained for inspection.
Annual Report
Submit annual report to the District Officer by March 31 each year, detailing number of complaints, actions taken, etc.
👥 Internal Committee Directory
Ms. Meera Sharma
Presiding Officer
Senior Faculty
Term: 2024-2026
Ms. Anjali Patel
Member
Faculty
Term: 2024-2026
Mr. Rajesh Kumar
Member
Admin Staff
Term: 2024-2026
Dr. Neha Gupta
External Member
NGO Representative
Term: 2024-2026
📌 IC constituted on: 01 Apr 2024 | Next reconstitution: 31 Mar 2026
📚 Annual POSH Training Tracker
2024 Training
CompletedDate: 15 Jan 2024
Trainer: POSH Consultants Pvt Ltd
Attendees: 48/52 staff
Materials: POSH_Presentation_2024.pdf
Attendance: attendance_sheet_2024.pdf
2025 Training
ScheduledDate: 20 Jan 2025 (planned)
Trainer: Internal IC
Target: All 55 staff
⏰ Reminder set for 01 Jan 2025
Training Completion %
48/52 staff trained
📅 IC Meeting Records
| Meeting Date | Agenda | Attendees | Minutes | Action Items | Status |
|---|---|---|---|---|---|
| 15 Mar 2025 | Quarterly review, training planning | All 4 members | 📄 View | Schedule 2025 training | Completed |
| 10 Dec 2024 | Complaint review (1 case) | Presiding Officer + 2 members | 📄 View | Inquiry pending | In Progress |
| 05 Sep 2024 | Policy review, awareness posters | All 4 members | 📄 View | Display posters by Oct | Completed |
| 10 Jun 2024 | Inaugural meeting, roles assigned | All 4 members | 📄 View | Draft annual report | Completed |
📌 Quarterly meeting requirement met: 4 meetings in last 12 months ✅
🔒 Confidential Complaint Registry
Restricted Access: Only IC Presiding Officer and HR Head
All complaint records are encrypted and access-logged
| Complaint ID | Date | Nature | Status | Resolution Date |
|---|---|---|---|---|
| POSH-2024-001 | 05 Nov 2024 | Verbal harassment | Under Inquiry | - |
| POSH-2024-002 | 20 Aug 2024 | Inappropriate comments | Resolved | 15 Sep 2024 |
*Detailed records accessible only to authorized personnel with 2FA
📊 Annual POSH Report (Due 31 March)
Report Summary 2024-25
Complaints received
2
Complaints resolved
1
Pending
1
Training sessions
1
📄 Generate full report for District Officer
Deadline Tracker
remaining for annual report
Report due: 31 Mar 2025
👁️ POSH Record Access Log
| Date & Time | User | Action | Record Accessed | IP Address |
|---|---|---|---|---|
| 15 Mar 2025, 10:23 AM | meera.s@inst | Viewed | Complaint POSH-2024-001 | 203.45.67.89 |
| 14 Mar 2025, 03:45 PM | hr@institute | Downloaded | Training Report 2024 | 182.68.12.34 |
| 10 Mar 2025, 11:12 AM | director@inst | Viewed | IC Meeting Minutes | 203.45.67.89 |
💬 Success Story
"During a labour department inspection, the officer asked for our POSH records from the last 3 years—IC meeting minutes, training attendance, complaint registry. I opened CodePex, clicked on 'POSH Compliance,' and handed over my tablet. The officer scrolled through, nodded, and said, 'This is exactly how it should be done.' We passed the inspection in 15 minutes. Without this system, we'd have spent days scrambling through file cabinets."
Sunita K.
HR Head, multiple branches
✅ POSH Compliance Best Practices
🇮🇳 POSH Act 2013: Key Requirements
Applicability
Every workplace with 10+ employees
IC Composition
Minimum 4 members, 50% women, external member
Training Frequency
At least once a year for all employees
Reporting
Annual report to District Officer by March 31
CodePex helps you track and maintain all these records digitally.
Complete POSH compliance. Organized. Secure. Audit-ready.
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