---
title: Documentation and Transparency Training for Staff
---

**MANDATORY TRAINING FOR ALL TEAM MEMBERS**

## 1. INTRODUCTION AND IMPORTANCE

### 1.1. Purpose and Scope

This training provides comprehensive guidance for all Team members on documentation practices and transparency requirements within our community. Proper documentation and transparency are essential for accountability, consistency, legal compliance, and community trust.

### 1.2. Why Documentation and Transparency Matter

**Accountability and Trust:**
- Creates verifiable record of staff decisions and actions
- Enables community oversight and feedback on moderation practices
- Builds trust through transparent processes and reasoning
- Provides basis for appeals and review processes

**Consistency and Fairness:**
- Ensures similar situations are handled consistently across staff and time
- Provides precedents for future decision-making
- Enables quality assurance and training improvements
- Prevents discrimination and bias through documented reasoning

**Legal Protection:**
- Provides evidence of good-faith efforts and proper procedures
- Documents compliance with legal requirements and policies
- Creates records needed for legal proceedings if necessary
- Protects both organisation and individual Team members

### 1.3. Integration with Existing Systems

This training operates within our comprehensive framework:

**(a)** **Hikari**: Public logging at [hikari.nhcarrigan.com/sanctions](https://hikari.nhcarrigan.com/sanctions);

**(b)** **Staff Handbook**: General documentation expectations and procedures;

**(c)** **Content and Moderation Policy**: Specific moderation documentation requirements;

**(d)** **Privacy Policy**: Privacy protections and data handling requirements.

## 2. DOCUMENTATION FUNDAMENTALS

### 2.1. Core Documentation Principles

#### 2.1.1. Accuracy and Completeness

**Essential Requirements:**
- **Factual Accuracy**: Record only verifiable facts, not interpretations or assumptions
- **Complete Context**: Include sufficient context for others to understand decisions
- **Timely Recording**: Document actions and decisions promptly whilst information is fresh
- **Objective Language**: Use neutral, professional language without bias or emotion

**Documentation Standards:**
- **Who**: All parties involved, including Team members taking action
- **What**: Specific actions taken, policies applied, and decisions made
- **When**: Exact dates and times of incidents and responses
- **Where**: Platforms, channels, or locations where incidents occurred
- **Why**: Reasoning based on policies and community standards
- **How**: Procedures followed and tools used

#### 2.1.2. Professional Standards

**Language and Tone:**
- Use professional, respectful language in all documentation
- Avoid slang, informal abbreviations, or casual expressions
- Maintain respectful tone even when documenting problematic behaviour
- Focus on behaviours and impacts rather than personal characteristics

**Structure and Organisation:**
- Use clear, logical organisation with consistent formatting
- Include relevant headers, sections, and subsections
- Use bullet points and numbered lists for clarity
- Ensure documents are easy to read and understand

### 2.2. Types of Documentation Required

#### 2.2.1. Incident Documentation

**Standard Incident Reports:**
- **Incident Description**: Clear, factual description of what occurred
- **Policy Violations**: Specific policies or guidelines that were violated
- **Evidence**: Screenshots, logs, witness statements, or other supporting evidence
- **Impact Assessment**: Effects on individuals and community
- **Actions Taken**: Specific moderation actions and their justification
- **Follow-up Required**: Any ongoing monitoring or additional actions needed

**Complex Incident Documentation:**
- **Background Context**: Relevant history or patterns leading to incident
- **Multiple Perspectives**: Documentation of different viewpoints when relevant
- **Consultation Notes**: Input from other Team members or Leadership
- **Escalation Process**: Steps taken to involve senior staff or external authorities
- **Resolution Outcomes**: Final resolution and effectiveness assessment

#### 2.2.2. Ongoing Monitoring Documentation

**Pattern Recognition Records:**
- **Behaviour Patterns**: Documentation of concerning behaviour patterns over time
- **Escalation Tracking**: How situations have developed or escalated
- **Intervention Effectiveness**: Success or failure of various intervention attempts
- **Risk Assessment**: Current risk levels and monitoring requirements

**Support and Development Documentation:**
- **Educational Interventions**: Training or resources provided to community members
- **Support Services**: Mental health resources, conflict resolution, or other support provided
- **Progress Tracking**: Documentation of positive changes and improvement efforts
- **Goal Setting**: Collaborative goals and expectations for community members

## 3. THE HIKARI TRANSPARENCY SYSTEM

### 3.1. Understanding the Public Transparency System

#### 3.1.1. System Purpose and Function

**Public Accountability:**
- Provides transparent record of all moderation actions
- Enables community oversight of staff decisions
- Creates public accountability for consistency and fairness
- Supports community trust through transparent processes

**System Features:**
- **Real-time Logging**: Actions are logged immediately when taken
- **Searchable Database**: Community can search and review moderation history
- **Anonymous Protection**: Personal information is protected whilst maintaining transparency
- **Team Identification**: Shows which Team member took each action
- **Appeal Tracking**: Documents appeal processes and outcomes

#### 3.1.2. What Gets Logged in Hikari

**Mandatory Logging:**
- **Formal Warnings**: All formal warnings and their reasoning
- **Temporary Restrictions**: Temporary bans, mutes, or other restrictions
- **Permanent Actions**: Permanent bans or long-term restrictions
- **Appeals**: Appeal submissions, review processes, and outcomes
- **Policy Violations**: Specific policy violations and enforcement actions

**Optional Logging:**
- **Educational Interventions**: Informal education or guidance provided
- **Community Support**: Support services or resources provided
- **Positive Recognition**: Community achievements or positive contributions

#### 3.1.3. Privacy Protections in Public Documentation

**Information Protection:**
- **Sensitive Content Redaction**: Personal or sensitive information is redacted
- **Victim Protection**: Special protections for harassment or abuse victims
- **Medical Privacy**: Mental health or medical information is protected

**Balance Considerations:**
- **Transparency vs. Privacy**: Balancing community transparency with individual privacy
- **Safety Considerations**: Protecting vulnerable community members from additional harm
- **Legal Requirements**: Compliance with privacy laws and regulations
- **Community Trust**: Maintaining trust through appropriate information sharing

### 3.2. How to Use Hikari Effectively

#### 3.2.1. API Access and Technical Usage

**Getting System Access:**
- **Account Setup**: Contact leadership team for Hikari system access
- **API Key Management**: Secure handling of API keys and authentication
- **Platform Integration**: Connecting Hikari to relevant moderation platforms
- **Backup Systems**: Alternative documentation methods when system is unavailable

**Best Practices:**
- **Immediate Logging**: Log actions immediately after taking them
- **Accurate Information**: Ensure all logged information is accurate and complete
- **Consistent Formatting**: Use consistent format and language across all logs
- **Regular Review**: Periodically review your own logs for accuracy and completeness

#### 3.2.2. Documentation Templates and Standards

**Standard Incident Log Template:**
```
**Incident Type**: [Policy violation category]
**Date/Time**: [Exact timestamp]
**Platform**: [Discord/Repository/etc.]
**User(s) Involved**: [Anonymized identifiers]
**Team Member**: [Your name/identifier]
**Policy Violated**: [Specific policy section]
**Description**: [Factual description of incident]
**Evidence**: [Screenshots/logs/witnesses]
**Action Taken**: [Specific action and duration]
**Reasoning**: [Why this action was appropriate]
**Follow-up**: [Any ongoing monitoring needed]
```

**Appeal Documentation Template:**
```
**Appeal Reference**: [System-generated ID]
**Original Action**: [Reference to original logged action]
**Appeal Date**: [When appeal was submitted]
**Appeal Reasoning**: [User's reasoning for appeal]
**Review Process**: [Steps taken to review appeal]
**Additional Evidence**: [New information considered]
**Decision**: [Appeal outcome and reasoning]
**Implementation**: [Changes made based on appeal]
```

## 4. PRIVACY AND CONFIDENTIALITY

### 4.1. Understanding Privacy Requirements

#### 4.1.1. Legal Privacy Obligations

**Data Protection Laws:**
- **GDPR Compliance**: European data protection requirements
- **Regional Privacy Laws**: Various national and state privacy regulations
- **Sector-Specific Requirements**: Additional requirements for educational or health-related communities
- **International Considerations**: Privacy laws affecting users in different countries

**Personal Information Protection:**
- **Personally Identifiable Information (PII)**: Names, addresses, email addresses, phone numbers
- **Sensitive Personal Data**: Health information, political opinions, religious beliefs
- **Biometric Data**: Voice recordings, photos, or other biometric identifiers
- **Financial Information**: Payment details or financial circumstances

#### 4.1.2. Community Privacy Expectations

**User Expectations:**
- **Direct Messages**: Higher expectation of privacy for private communications
- **Personal Sharing**: Protection of voluntarily shared personal information
- **Vulnerability Disclosure**: Special protection for users sharing mental health struggles
- **Identity Protection**: Protection from doxxing or harassment

**Community Standards:**
- **Consent for Sharing**: Obtain permission before sharing user information
- **Need-to-Know Basis**: Share information only with staff who need it
- **Purpose Limitation**: Use information only for its intended purpose
- **Retention Limits**: Don't keep personal information longer than necessary

### 4.2. Balancing Transparency and Privacy

#### 4.2.1. Information Classification

**Public Information:**
- **Policy Violations**: General categories of violations without personal details
- **Moderation Actions**: Types of actions taken without identifying specific users
- **Appeal Outcomes**: General outcomes and reasoning without personal information
- **Community Statistics**: Aggregate data about moderation activities

**Protected Information:**
- **User Identities**: Real names, contact information, location data
- **Personal Circumstances**: Health conditions, family situations, financial status
- **Private Communications**: Direct messages, private discussions, confidential reports
- **Victim Information**: Details that could identify harassment or abuse victims

#### 4.2.2. Anonymization and Redaction Techniques

**User Anonymization:**
- **Demographic Protection**: Remove age, location, or other identifying demographics
- **Behavior Pattern Protection**: Avoid descriptions that could identify specific users
- **Cross-Reference Prevention**: Ensure anonymous IDs can't be correlated across systems

**Content Redaction:**
- **Selective Quoting**: Include only relevant portions of content
- **Context Preservation**: Maintain enough context for understanding whilst protecting privacy
- **Sensitive Content Removal**: Remove personal details whilst preserving policy violation evidence
- **Multiple Version Management**: Maintain both full records and redacted public versions

## 5. DOCUMENTATION FOR DIFFERENT TYPES OF ACTIONS

### 5.1. Routine Moderation Actions

#### 5.1.1. Content Moderation Documentation

**Message/Post Removal:**
- **Content Type**: Text, image, link, or other content type
- **Removal Reason**: Specific policy violation or community guideline
- **Content Preservation**: Screenshots or archives for appeals
- **User Notification**: Whether and how user was notified
- **Appeal Instructions**: Information provided about appeal process

**Content Editing/Modification:**
- **Original Content**: Record of original content before modification
- **Changes Made**: Specific edits or modifications applied
- **Modification Reason**: Policy violation or guideline addressed
- **User Agreement**: Whether user agreed to modifications
- **Alternative Actions**: Other actions considered but not taken

#### 5.1.2. User Account Actions

**Warnings and Cautions:**
- **Warning Level**: Informal guidance, formal warning, or final warning
- **Specific Behaviours**: Exact behaviours or actions that prompted warning
- **Expectations**: Clear expectations for future behaviour
- **Resources Provided**: Educational materials or support resources offered
- **Timeline**: Timeframe for expected behaviour improvement

**Temporary Restrictions:**
- **Restriction Type**: Mute, temporary ban, feature restriction, or other limitation
- **Duration**: Exact duration and end date/time
- **Scope**: Which platforms, channels, or features are affected
- **Conditions**: Any conditions for early removal or continuation
- **Review Schedule**: When restriction will be reviewed or reassessed

### 5.2. Complex and Escalated Situations

#### 5.2.1. Crisis Response Documentation

**Mental Health Crisis Response:**
- **Risk Assessment**: Assessment of immediate danger or risk level
- **Resources Provided**: Crisis hotlines, mental health resources, or emergency contacts
- **Professional Referrals**: Recommendations for professional mental health support
- **Follow-up Plans**: Ongoing support or monitoring arrangements
- **Emergency Contacts**: Any contacts made with emergency services or family

**Safety Threat Documentation:**
- **Threat Assessment**: Evaluation of credibility and immediacy of threats
- **Protective Measures**: Steps taken to protect potential victims
- **Law Enforcement**: Any contacts with law enforcement agencies
- **Community Protection**: Measures taken to protect broader community
- **Ongoing Monitoring**: Plans for continued safety monitoring

#### 5.2.2. Appeal and Review Documentation

**Appeal Process Records:**
- **Original Decision**: Complete record of original moderation decision
- **Appeal Submission**: User's appeal reasoning and any supporting evidence
- **Review Process**: Steps taken to review appeal, including consultation with other staff
- **Additional Evidence**: New information discovered during appeal review
- **Decision Rationale**: Detailed reasoning for appeal decision
- **Implementation**: How appeal decision was implemented

**Quality Assurance Reviews:**
- **Review Trigger**: What prompted the quality assurance review
- **Review Team**: Which Team members participated in the review
- **Standards Assessment**: How action measured against community standards
- **Consistency Check**: Comparison with similar situations and actions
- **Recommendations**: Suggestions for improvement or policy clarification
- **Implementation**: Any changes made based on review results

## 6. TECHNICAL DOCUMENTATION SKILLS

### 6.1. Effective Writing for Documentation

#### 6.1.1. Clear and Professional Writing

**Clarity Principles:**
- **Simple Language**: Use clear, straightforward language without unnecessary jargon
- **Active Voice**: Use active voice when possible ("Team member issued warning" rather than "Warning was issued")
- **Specific Details**: Include specific facts rather than general descriptions
- **Logical Organisation**: Present information in logical order with clear connections

**Professional Standards:**
- **Objective Tone**: Maintain neutral, professional tone throughout documentation
- **Respectful Language**: Use respectful language even when documenting problematic behaviour
- **Consistent Terminology**: Use consistent terms and definitions throughout documentation
- **Proper Grammar**: Ensure correct grammar, spelling, and punctuation

#### 6.1.2. Evidence Integration and Citation

**Evidence Documentation:**
- **Screenshot Management**: Proper capture, storage, and referencing of screenshots
- **Log File References**: Clear citations of relevant log files and timestamps
- **Witness Statements**: Documentation of witness accounts and verification
- **Cross-Platform Evidence**: Coordinating evidence from multiple platforms

**Citation Standards:**
- **Source Identification**: Clear identification of evidence sources
- **Timestamp Recording**: Precise timestamps for all evidence
- **Chain of Custody**: Documentation of how evidence was collected and preserved
- **Verification Notes**: Notes about evidence verification and authenticity

### 6.2. Data Management and Organisation

#### 6.2.1. Information Organisation Systems

**File Management:**
- **Consistent Naming**: Use consistent file naming conventions for all documentation
- **Folder Structure**: Organise documentation in logical folder hierarchies
- **Version Control**: Track document versions and changes over time
- **Backup Systems**: Ensure all documentation is properly backed up

**Database Management:**
- **Data Entry Standards**: Consistent data entry practices for database systems
- **Search Optimisation**: Structure data for effective searching and retrieval
- **Relationship Tracking**: Link related incidents and actions appropriately
- **Data Quality**: Regular review and cleanup of database information

#### 6.2.2. Security and Access Control

**Information Security:**
- **Access Controls**: Appropriate access restrictions for different types of documentation
- **Encryption**: Use encryption for sensitive documentation when required
- **Secure Storage**: Store documentation in secure, backed-up systems
- **Transfer Security**: Secure methods for sharing documentation when necessary

**Retention and Disposal:**
- **Retention Policies**: Follow established policies for how long to keep different types of documentation
- **Disposal Procedures**: Secure disposal of documentation when retention period expires
- **Legal Holds**: Preserve documentation when legal proceedings are anticipated
- **Privacy Compliance**: Ensure retention practices comply with privacy laws

## 7. COMMUNICATION AND TRANSPARENCY

### 7.1. Communicating with Community Members

#### 7.1.1. Explaining Decisions Transparently

**Decision Communication:**
- **Clear Reasoning**: Explain the specific policies or guidelines that were violated
- **Evidence Summary**: Provide appropriate summary of evidence without violating privacy
- **Proportionality**: Explain why the chosen action was appropriate for the violation
- **Appeal Options**: Clear information about how to appeal decisions

**Educational Approach:**
- **Learning Opportunities**: Frame enforcement as learning and community improvement
- **Resource Provision**: Provide relevant educational resources and support
- **Future Expectations**: Clear expectations for future behaviour
- **Support Availability**: Information about available support and assistance

#### 7.1.2. Managing Difficult Conversations

**Defensive Responses:**
- **Stay Professional**: Maintain professional tone even when users become defensive
- **Focus on Facts**: Keep discussion focused on documented facts and policies
- **Avoid Escalation**: Don't respond defensively to defensive behaviour
- **Seek Understanding**: Try to understand underlying concerns behind defensive responses

**Emotional Situations:**
- **Acknowledge Feelings**: Validate emotions whilst maintaining professional boundaries
- **Provide Support**: Offer appropriate support resources when users are distressed
- **Clear Boundaries**: Maintain clear boundaries about what support you can and cannot provide
- **Follow-up**: Appropriate follow-up to ensure ongoing support when needed

### 7.2. Transparency with Community

#### 7.2.1. Public Communication about Moderation

**Community Updates:**
- **Regular Reports**: Periodic reports on moderation activities and community health
- **Policy Changes**: Clear communication about policy changes and their reasoning
- **Trend Analysis**: Sharing relevant trends in moderation issues and community behaviour
- **Success Stories**: Highlighting positive community developments and improvements

**Crisis Communication:**
- **Timely Information**: Provide timely information about community crises or major incidents
- **Accurate Updates**: Ensure all public communication is accurate and verified
- **Appropriate Detail**: Balance transparency with privacy and safety considerations
- **Follow-up Communication**: Provide updates as situations develop and resolve

#### 7.2.2. Community Feedback Integration

**Feedback Collection:**
- **Regular Surveys**: Systematic collection of community feedback on moderation practices
- **Open Forums**: Opportunities for community discussion about policies and practices
- **Anonymous Options**: Anonymous feedback mechanisms for sensitive concerns
- **Diverse Perspectives**: Ensure feedback collection includes diverse community voices

**Feedback Implementation:**
- **Response Communication**: Clear communication about how feedback is being addressed
- **Change Documentation**: Documentation of changes made based on community feedback
- **Ongoing Dialogue**: Maintain ongoing dialogue with community about improvements
- **Transparency Reports**: Regular reports on feedback received and actions taken

## 8. QUALITY ASSURANCE AND IMPROVEMENT

### 8.1. Documentation Quality Control

#### 8.1.1. Self-Review Practices

**Regular Self-Assessment:**
- **Accuracy Verification**: Regular review of your own documentation for accuracy and completeness
- **Consistency Checks**: Ensure your documentation practices are consistent over time
- **Standard Compliance**: Verify compliance with all documentation standards and requirements
- **Improvement Identification**: Identify areas for improvement in your own documentation practices

**Peer Review Participation:**
- **Colleague Review**: Regular review of documentation by other Team members
- **Feedback Integration**: Incorporate feedback from peer reviews into improved practices
- **Knowledge Sharing**: Share documentation best practices with other Team members
- **Collaborative Improvement**: Work with team to improve overall documentation quality

#### 8.1.2. Systematic Quality Improvement

**Performance Metrics:**
- **Documentation Completeness**: Measure completeness of required documentation
- **Timeliness**: Track timeliness of documentation relative to actions taken
- **Accuracy**: Monitor accuracy of documentation through follow-up and verification
- **Usefulness**: Assess whether documentation is useful for its intended purposes

**Continuous Improvement:**
- **Regular Training**: Participate in regular training updates on documentation practices
- **Best Practice Development**: Contribute to development of improved documentation practices
- **System Enhancement**: Provide feedback on documentation systems and tools
- **Process Refinement**: Help refine documentation processes based on experience

### 8.2. Using Documentation for Learning

#### 8.2.1. Case Study Development

**Learning from Cases:**
- **Anonymized Examples**: Develop anonymized case studies for training purposes
- **Success Analysis**: Analyse successful interventions and their documentation
- **Challenge Review**: Review challenging cases to improve future responses
- **Best Practice Identification**: Identify and document best practices for different situations

**Knowledge Sharing:**
- **Team Learning**: Share insights from documentation review with team members
- **Training Materials**: Contribute to development of training materials based on real cases
- **Policy Development**: Use documentation insights to inform policy development
- **Community Education**: Develop community education materials based on common issues

#### 8.2.2. Trend Analysis and Prevention

**Pattern Recognition:**
- **Issue Trends**: Identify trends in community issues through documentation analysis
- **User Patterns**: Recognise patterns in individual user behaviour over time
- **Seasonal Variations**: Notice seasonal or temporal patterns in community behaviour
- **Platform Differences**: Understand differences in issues across different platforms

**Preventive Measures:**
- **Early Warning Systems**: Develop early warning systems based on documented patterns
- **Proactive Interventions**: Design proactive interventions based on trend analysis
- **Community Education**: Provide targeted community education based on identified trends
- **Policy Adjustments**: Recommend policy adjustments based on documentation insights

## 9. LEGAL AND ETHICAL CONSIDERATIONS

### 9.1. Legal Compliance in Documentation

#### 9.1.1. Evidence Standards

**Legal Evidence Requirements:**
- **Authenticity**: Ensure all evidence can be verified as authentic
- **Chain of Custody**: Maintain clear chain of custody for all evidence
- **Preservation**: Preserve evidence in original form when possible
- **Verification**: Document verification procedures for all evidence

**Court Admissibility:**
- **Professional Standards**: Meet professional standards for evidence documentation
- **Witness Preparation**: Prepare documentation that could support witness testimony
- **Expert Review**: Ensure documentation could withstand expert review
- **Legal Consultation**: Consult with legal counsel when documentation may be needed for legal proceedings

#### 9.1.2. Compliance Monitoring

**Regulatory Requirements:**
- **Privacy Law Compliance**: Ensure documentation practices comply with applicable privacy laws
- **Reporting Obligations**: Meet any legal reporting obligations through proper documentation
- **Retention Requirements**: Comply with legal retention requirements for different types of records
- **Access Rights**: Ensure documentation systems support legal access rights

**Audit Preparation:**
- **Audit Trails**: Maintain clear audit trails for all documentation activities
- **Compliance Records**: Document compliance with legal and regulatory requirements
- **Regular Reviews**: Conduct regular compliance reviews of documentation practices
- **External Preparation**: Prepare documentation for potential external audits or reviews

### 9.2. Ethical Documentation Practices

#### 9.2.1. Fairness and Objectivity

**Bias Prevention:**
- **Objective Language**: Use objective, neutral language in all documentation
- **Fact vs. Opinion**: Clearly distinguish between facts and opinions or interpretations
- **Multiple Perspectives**: Include multiple perspectives when relevant and appropriate
- **Assumption Avoidance**: Avoid assumptions and speculation in documentation

**Fair Representation:**
- **Complete Context**: Provide complete context for all documented actions
- **Proportionate Detail**: Provide detail proportionate to the significance of actions
- **Balanced Documentation**: Document both problematic behaviour and positive contributions when relevant
- **Cultural Sensitivity**: Ensure documentation respects cultural differences and perspectives

#### 9.2.2. Accountability and Transparency

**Professional Accountability:**
- **Decision Ownership**: Take clear ownership of documented decisions and actions
- **Error Acknowledgment**: Acknowledge and correct errors in documentation promptly
- **Learning from Mistakes**: Use documentation errors as learning opportunities
- **Continuous Improvement**: Continuously improve documentation practices based on feedback

**Community Accountability:**
- **Transparent Reasoning**: Provide clear, transparent reasoning for all documented actions
- **Accessible Information**: Make documentation accessible to relevant community members
- **Appeal Support**: Provide documentation that supports fair appeal processes
- **Trust Building**: Use documentation practices to build and maintain community trust

## 10. TRAINING REQUIREMENTS

This training document is part of the comprehensive mandatory training curriculum. For complete information about initial onboarding requirements, annual review requirements, training confirmation submission, and compliance policies, see [Mandatory Training Requirements](/staff/handbook#81-mandatory-training-requirements) in the Staff Handbook.

**Key Points:**
- This document must be reviewed during initial onboarding and annually thereafter
- Training confirmation must be submitted at [forms.nhcarrigan.com](https://forms.nhcarrigan.com)
- Failure to complete annual training review will result in dismissal from staff positions
- All training completions are documented in staff records for accountability, legal compliance, and quality assurance

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*This Documentation and Transparency Training document is part of our comprehensive staff development programme designed to ensure accountability, consistency, and community trust through excellent documentation practices. For questions about documentation requirements or to report training completion, please contact leadership through designated staff channels.*

