The different reporting channels for whistleblowing systems
As you've already seen in part 2 of our Whistleblowing Basics series, „The whistleblowing system“The whistleblowing system is a core element of corporate compliance management for those who can read. Here, there is" different reporting channels, which would be suitable for whistleblowing. This is an internal reporting channel, which enables employees to, Breaches of law or unethical behaviour to report to the company.
The EU Directive on the Protection of Whistleblowers mandates, in addition to the fundamental introduction of a whistleblowing system, that Confidentiality throughout the entire processing of the report. Anonymous reports Although making it possible is not obligatory according to the directive, it is a clear recommendation from practice for implementation. At the same time, a direct communication between the whistleblower and the responsible person in the company, which is necessary not only to confirm receipt of the report but also to be able to communicate investigation results.
What reporting channels are available for whistleblowing within a company?
In the market, you will find a A variety of whistleblowing systems. The EU Whistleblowing Directive allows your company free rein in designing the system, provided that the reporting channel meets the requirements. The best-known and most important channels for whistleblowing are as follows:
- Call Centre: a hotline for telephone reports
- The Ombudsperson: impartial, external mediators
- Postboxes: written communication
- Online Solutions: Digital Whistleblowing Systems. What are the advantages and disadvantages of the mentioned reporting channels?
Call Centre: The Whistleblowing Hotline
The call centre is one of the classic reporting channels for whistleblowers. The advantages: with Outsourcing Abroad, it is possible to make the hotline available around the clock and all year round. Whistleblowers are offered personal communication with a neutral person. This person can ask the whistleblower targeted questions as early as during the reporting process. However, the disadvantage is that personal communication Inhibition threshold for whistleblowers has increased. Statistics show that the Proportion of telephone reports On and on reduced.Another difficulty is the lack of opportunity for the anonymous whistleblower to review the report, as recorded by the call centre operative, in writing. Verbal or substantive misunderstandings hold the Risk, that false or falsified information is transmitted. When anonymity is maintained, it is hardly possible to provide additional supporting evidence such as documents or photos.
The Ombudsman
Ombudspersons are external trusted individuals, usually lawyers, who are appointed by the company as an impartial, neutral point of contact for whistleblowers. The receipt of reports is conventionally enabled via email or telephone call, whereby the The lawyer's time capacity a limiting factor. The advantage is that the ombudsperson can also deal directly with the legal assessment and investigation of a report. Even though the ombudsperson is bound by attorney-client privilege, a lack of trust or the absence of a possibility for entirely anonymous reporting can trigger an additional barrier for potential whistleblowers.
The letterbox
The postbox, often known as the complaint box, allows for written reports, confidential and anonymous. The big problem: with an anonymous tip, it is Get in touch regarding the whistleblower, including any queries or the provision of information, Impossible.Due to this, the postbox cannot be used in compliance with guidelines: both the Receipt confirmation as well as the Information transfer according to the guideline, to results or follow-up actions are prescribed.
Online Solutions
Digital whistleblowing systems are usually online solutions specifically developed for whistleblowing. They combine the advantages of the previously mentioned reporting channels: Digital whistleblowing systems enable Anonymous and confidential reports from any internet-enabled device. They are available 24/7, 365 days a year. Furthermore, the whistleblower can upload supporting materials, such as documents or images. Through a secure real-time chat Can the whistleblower be asked follow-up questions and information be conveyed after the investigation, while their identity remains anonymous at all times.
Further information on the functionalities of digital whistleblowing systems can be found in the third part of our Whistleblowing Basics series „The Digital Whistleblowing System“.
Our tips for choosing the right whistleblowing system for your company:
Now that we have introduced you to the best-known and most important channels, it is up to you to choose the right whistleblowing system. The following tips will help you make the best choice:
- Conduct a market and price comparison
When choosing your solution, you should compare the various (technical) options and get an overview of features, security aspects, server locations, etc.
- Choose a solution that complies with the law
Find out about the legal requirements and take them into account when choosing your whistleblowing system. Bear in mind that your company is likely to use the system for many years to come. In the following article, you will find more information on the requirements and a detailed guide to selecting a system: What should you bear in mind when choosing a whistleblowing system?
- Choose the tool that meets your company’s requirements
In addition to legal compliance, the solution should of course also meet the requirements and needs of your company. Especially as a small or medium-sized enterprise, you should therefore choose a solution that is also tailored to this target group.
- Get started now!
Practical experience shows that there is usually a gap of several weeks (and sometimes even months, depending on the company’s structure) between the research phase and implementation. So don’t hesitate – get started now!
Conclusion
You know best which reporting channel is optimally suited to your company. However, please bear in mind that this comes with the Introduction there is still work to be done on establishing a secure whistleblowing system. In order to realise the full potential of internal whistleblowing, in addition to the reporting channel, there is also a need for an appropriate Corporate strategy for a practical and transparent approach to dealing with whistleblowers and their reports. Find out more in our article „Modern Whistleblowing System: Early Warning System and Shield for Your Business“ or Contact See one of our experts.
(The male form used refers to all persons, regardless of gender.)
