MAINSYSTEMS 
classify communications by substance
1. Regulatory Concept & Core Standards
In this video we will work through a concrete decision: classify communications by substance. The aim is to explain the criterion used and apply it to a workplace situation. We will start with the concept, move to the procedure and finish with a case to solve. Initial triage organises the response without determining the final finding. Assess national scope, authority, urgency and conflicts. Any referral limits personal data to what is lawfully necessary.
The form’s name does not determine legal status. A service complaint may belong elsewhere, while subsequent adverse treatment may raise retaliation concerns. Classification needs to be revisable.
Apply the following rule: Part II covers the listed EU-law fields, EU financial interests and the internal market. Law 148(I)/2025 adds specified breaches of EU restrictive measures in section 4(1)(d). Part III covers national offences, failures to comply with legal obligations, risks to safety or health and environmental harm. Apply the exclusions concerning defence/security, classified information, legal and medical confidentiality and judicial or criminal procedures.
2. Practical Implementation & Procedure
Read the facts and identify the appropriate procedure. Check links to earlier reports. Explain referral without unnecessarily circulating the file. 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.
Consider how a colleague taking over tomorrow would understand the decision. Identify the verified information and its source, who is authorised to decide and who checks the result. The record should connect the decision to the material actually used rather than repeat the whole file. State critical gaps and assign a specific action to resolve them. This makes continuity independent of one person’s memory. Apply the proposed organisational steps within legal powers. In the case, distinguish observation, conclusion and hypothesis. An observation describes available evidence, a conclusion explains what can reasonably be inferred and a hypothesis still needs checking. Do not infer motives merely from unusual behaviour. Identify which further information could change the decision and whether it can be obtained lawfully and proportionately. Incomplete knowledge justifies neither certainty of guilt nor indifference to an actual risk.
3. Case Study & Compliance Action
A shift dispute initially appears to be an ordinary complaint. A new message links it to an earlier protected report. 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: Can the original label remain unquestioned? 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.
Reassess in light of new facts. The first classification does not permanently determine the case.
One mistake to avoid is: irreversible classification before reading.
Now apply the national rule to a second decision. A report is automatically called protected because it includes the word corruption. What check is missing?
Assess the facts, work-related context and national protection conditions. The form label helps organise information but does not decide legal coverage. If the case is outside scope, identify an appropriate procedure without unnecessary disclosure.