MAINSYSTEMS 
recognise submission stages and preserve follow-up access
1. Regulatory Concept & Core Standards
This video focuses on how to recognise submission stages and preserve follow-up access. Follow the sequence of decisions in the example rather than simply memorising a list. Notice who is involved, what information is needed and the expected result. These points help turn the content into a practice that another person can verify. Authorities have different powers. Receiving reports, advising reporting persons, investigating breaches and collecting statistics are different functions. This course explains recipient selection and information preparation. Demonstrations use fictional data and send no real reports.
Completing a form, saving a draft and submitting are different acts. UIN and internal references follow specific rules and are not replaced by an arbitrary screen code. Article 23 requires external acknowledgement immediately and within seven days of receipt, subject to exceptions for an express request or identity-protection risk. Acknowledgement is not the final outcome.
Apply the following rule: For internal reports, acknowledge receipt within seven days of receipt. Give feedback on follow-up within three months after acknowledgement or, if none was sent, after expiry of the seven-day acknowledgement period: article 16, points 1 and 4. Do not substitute 90 days or the opening date. Externally, article 23 requires immediate acknowledgement, no later than seven days after receipt, with exceptions for an express request or risk to identity protection. Feedback is due within three months, extendable to six in duly justified cases requiring an in-depth investigation. The article 26 report is due within three or, as applicable, six months of receipt. The external extension does not apply to internal reporting.
2. Practical Implementation & Procedure
Use a clearly labelled mock-up with fictional data. Show recipient, required fields, attachments and simulated confirmation. Explain secure storage of reference and contact instructions. Do not claim the mock-up reproduces the current official portal. Check actual screens and requirements before recording, and send no test to the authority. Before moving on, turn this procedure into a sequence you could explain to a colleague. Identify the first check, the action that depends on its outcome and the record that allows the decision to be reconstructed. Follow the sequence on screen and identify the point where an error would change the result.
3. Case Study & Compliance Action
A user sees an uploaded document and assumes submission, although status remains draft. In another simulation submission succeeds but the follow-up code is lost. The demonstration corrects both errors and distinguishes case status from an automatic message. Now read the case carefully. Separate established facts from information you would still need to confirm. Do not add motives or events that have not been described. This distinction matters when choosing a response proportionate to the information available.
The exercise is as follows: Does a visible attachment prove that a communication was submitted? Choose an answer and write one sentence explaining it. During the pause, compare your choice with the criteria we have just considered. Also think about the material you would retain to explain the decision later.
No. Check submission status or the portal's confirmation. Keep reference and follow-up instructions securely. A draft or visible attachment does not establish receipt by the authority.
One mistake to avoid is: using real data in training recordings or submitting test reports to an authority.
Now apply the national rule to a second decision. The platform uses a fixed 90-day period for every country, starting when someone opens the message. Can this setting be retained?
Not without validating the local rule. Use the correct starting event and unit, distinguish acknowledgement from follow-up and allow only permitted extensions. Test receipt outside working hours, month-end dates and the responsible person's absence. Opening a message does not automatically change the legal date of receipt.