MAINSYSTEMS 
organise the intake of a report and the initial communication
1. Regulatory Concept & Core Standards
In this video we will work through a concrete decision: organise the intake of a report and the initial communication. 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. Handling connects information protection, fact assessment and communication. A case may close without a substantiated breach while revealing a control weakness. Records must distinguish findings, uncertainty and action.
Receipt is not a finding of a breach. The trusted person records and examines the report within seven days under article 11 ZZPri. Acceptance or reasons for non-handling are communicated safely. For an anonymous person the specified reply route matters.
Apply the following rule: Under article 11, the trusted person examines an internal report within seven days of receipt and acknowledges acceptance or explains why it will not be handled. Anonymous reporting requires a specified reply route for these communications. Article 12 requires a report within three months of receipt. Inform the reporting person at closure and no later than three months after receipt; where procedures to remedy breaches continue, explain status and measures. Opening the message is not the trigger. External reporting has separate provisions in articles 15 and 16.
2. Practical Implementation & Procedure
Record the date and attachments. Identify a secure contact method and an initial responsible officer. Prepare a neutral message confirming the reference and explaining next steps. Apply national anonymity and identity requirements. For an oral report, observe applicable rules on recording, consent and verification of transcripts. 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 report includes two attachments, one unreadable. The team preserves the received version and safely requests a usable copy. It does not treat missing text as confirmation or rebuttal. 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 unreadable attachment justify ignoring the report? 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. Assess available facts, record the limitation and seek clarification where needed. Respect the initial-examination deadline.
One mistake to avoid is: using the acknowledgement to state that the report has already been substantiated.
Now apply the national rule to a second decision. The platform counts three months from opening the message in every country. Is this correct?
No. In Slovenia an internal report is examined and accepted, or non-handling explained, within seven days of receipt. The article 12 report and communication have a three-month period from receipt, with status information where remedial procedures continue. Opening the message is not the trigger.