Selecting relevant information and documents

1. Regulatory Concept & Core Standards

This video's topic is selecting relevant information and documents. By the end, you should be able to select relevant material within lawful access. We will connect the information available, the criterion guiding the decision and the action that must be recorded. Follow the case and compare your answer with the proposed response. The reporter need not conclusively establish a breach. Describe work-related facts honestly and choose an appropriate route. Examples cover preparation, secure submission and follow-up. Protection depends on Latvian statutory conditions.

Material helps explain a report. More files are not always better; irrelevant personal data increase risk. Protection is not general permission for unlawful access. Provenance and unchanged contents can matter.

Apply the following rule: Sections 11–12 protect the identities of reporters and persons concerned. The GDPR requires necessity-based retention. Adopt a specific document schedule considering archiving, procedural and sectoral duties. The Whistleblowing Law contains no universal five-year period for all reports. Assess attachments, exports and copies too.

2. Practical Implementation & Procedure

Provide relevant material that may lawfully be used and identify its source. Do not use another person’s account or alter originals. Describe known material and its location if an authorised handler can collect it lawfully. 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 worker can access an invoice but not a colleague’s mailbox. They provide the invoice and describe a relevant message without requesting the password or copying the mailbox. 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: Should someone use another person’s password for evidence? 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. Protection is not a general licence for prohibited access. Describe known material and let authorised people obtain it lawfully.

One mistake to avoid is: copying an entire database for one allegation.

Now apply the national rule to a second decision. The system deletes every file five years after receipt. Is this a universal Latvian rule?

No. Define purpose, applicable procedural and archiving duties, starting event and review. Protect exports and attachments too. Completed examination does not automatically mean immediate deletion; indefinite unnecessary retention is also impermissible. Document exceptions and regular review.