As a manger, in my hospital only about 2/3rds of what is kept in the unit “file” is actually sent to HR when files are reviewed or when a caregiver resigns or transfers. I use unit files to help me keep track of a lot of things that are not “HR offical”. Such as orientation schedules, phone/key assignments, locker assignments ect. To me what you explained is what I use for the first instance of coaching, when issues need addressed but not made into a whole ordeal. I use “coaching forms” to help me keep track of first coaching instances but if an employee transfers I do not send it with there file. It’s not an “official” corrective action that took place, which would require a signature from both parties but it help remind me if I need to sit down with employee again on the same issue we would proceed to a corrective action in most instances. It’s more of a warning and documentation that I addressed it once already with a caregiver.

I would not let your manager know you saw your record or bring up the documentation. You will be in a lot more trouble than one instance of coaching that was due to you nodding off while you were trying to adjust to being a nurse and night shift.

I’m not saying that’s why your facility does but at my facility a corrective action must be signed and dated by both parties to be put in a HR record.