The platform is not the documentation

A reporting channel operates consistently only when the technology reflects rules understood by the organisation. The applicable framework should be translated into documented procedures, reporting information, safeguards and records.

Documents to prepare

Channel policy or regulation

Defines scope, eligible users, reportable matters, reporting routes, safeguards, responsibilities and handling principles.

Operational procedure

Explains receipt, triage, conflicts of interest, assignment, communication, investigation, decisions, escalation and closure.

Protection of reporting persons

Sets out confidentiality safeguards, retaliation prevention, access to information and personal-data handling.

Records and reports

Defines what information is recorded, how long it is retained, who may access it and how reports are prepared.

Public and internal documentation

The reporting portal should provide sufficient information to reporting persons. Detailed case-management procedures remain restricted to authorised teams.

Translate the policy into configuration

  • Categories matching the matters covered by the channel.
  • Additional fields only where necessary.
  • Departments and owners aligned with the organisation.
  • Internal deadlines defined by the procedure.
  • Messages and statuses that reporting persons can understand.
  • Current and accessible public documents.

In UNOVOX, unlimited users and unlimited languages, categories, departments, fields, deadlines, case assignment and public documents are configured in the settings area.

Official source: Directive (EU) 2019/1937 — EUR-Lex. National transposition law and data-protection requirements must be checked for the country concerned. This content does not replace legal advice.