Closing the case and organising the record

1. Regulatory Concept & Core Standards

In this video we will consolidate a skill: arrange a reasoned outcome, communication and retention. Use the case to test what you would do in a similar situation. We will explain the proposed response step by step so that you can understand each choice and recognise when more information would be needed. Handling connects receipt, initial assessment, communication and a reasoned outcome. Estonian acknowledgement and follow-up feedback are distinct obligations. A closed platform status does not establish completion of all actions or lawful retention.

Closure distinguishes findings from matters not established. Section 11(6) addresses final-outcome feedback. Retention needs a separate decision respecting the section 10 cross-reference issue and Regulation 12. A platform status does not change the legal basis.

Apply the following rule: Section 10(3) prescribes three years and refers to feedback under section 11(4), while final-outcome feedback now appears in section 11(6). Do not conceal the cross-reference issue or automatically replace it with receipt. Document the legally confirmed starting event before automating deletion. Government Regulation 12 of 2 February 2026 covers the report, collected material and media, review of oral-report minutes and destruction under a procedure approved by the organisation’s head.

2. Practical Implementation & Procedure

Prepare a reasoned closing record. Assign repairs, permitted communication and review. Apply approved retention to attachments and copies. Review access and avoid unjustified automatic deletion. 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

The allegation is not established, but a control weakness is found. The file separates these outcomes, assigns improvement and states the retention basis. Appropriate feedback is provided. 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 an unsubstantiated allegation mean immediate deletion of everything? 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.

Not automatically. Apply reporting-record rules, purpose and data protection. Closure reasons and deletion grounds are different questions.

One mistake to avoid is: equating closed status with immediate deletion.

Now apply the national rule to a second decision. The system deletes every case five years after receipt. Is that correct for Estonia?

No. The three-year period in section 10(3) references feedback rather than automatically receipt. The current cross-reference issue needs a documented legal resolution. Apply Regulation 12 and privacy rules to related material and copies. Do not keep everything indefinitely without grounds.