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 decisions, dialogue and a reasoned outcome. Latvian acknowledgement, recognition, decision notification and progress information are separate events. Closed status does not prove all actions or lawful retention.

Closure separates findings from unproven matters. Section 7(8) requires information about facts, decisions or action after examination. Retention needs a separate basis and documented schedule. A platform status does not change the legal basis.

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

Prepare reasoned closure. Assign repairs and permitted communication. 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 unsubstantiated but a control weakness is found. The file separates these results, assigns improvement and states retention grounds. Appropriate feedback follows. 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 document, process and privacy requirements. Closure reasons and deletion grounds are different matters.

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

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.