What does the whistleblowing process really look like?
Are your employees aware of how to report their concerns? Are they comfortable submitting a report? Understanding and trusting the process can transform a worry into positive workplace action.
Options for filing a whistleblower report
Everyone has their own way of communicating, especially when it’s about something as significant as workplace misconduct. There are various ways to submit a report, with respect for preferred style and desire to make an anonymous report.
Intake channels for making reports include:
- Web reporting – For those who prefer the familiarity and ease of a keyboard or tablet
- Mobile reporting – Quick, direct and useful for on-the-go reports
- Telephone – A popular, offline way for anyone to submit a report through your hotline
- Open door – Sometimes a direct chat is the easiest way to communicate
The whistleblowing walkthrough
What’s the process when someone needs to report an incident through NAVEX One whistleblowing solutions? These are the steps:
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“Something’s wrong. I need to say something.”
Whether it’s checking a policy, making an inquiry or filing a report, it’s important. Reporters choose their preferred channel, fill out a simple form available in their local language, and opt for anonymity if they wish.
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Send an alert
Reports trigger an immediate notification to the designated case manager, who begins the investigation. The reporter receives updates when there’s a response.
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Confidential conversations for more details
To thoroughly address the report, reporters may be asked for additional details. Our confidential chat feature gives them a secure way to have additional dialogue with the case manager handling the report – even if the report is made anonymously.
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The investigation continues
As the case manager goes ahead with the investigation, they communicate with relevant individuals within the organization to decide the best course of action. Automated alerts keep the reporter and the case manager informed of deadlines and case progress.
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Finalize actions and conclude the investigation
The case manager sends a final update to inform the reporter of actions taken and to confirm the case has been closed.
Our most popular resources on driving speak-up culture and what happens when you file a whistleblower report
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NAVEX Whistleblowing Center
The NAVEX Whistleblowing Center is the go-to place to equip your organization with essential speak-up and incident management knowledge.
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Whistleblowing Solutions
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Embracing the Whistleblower
Three ways your business can encourage internal reporting.
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Retaliation in the Workplace
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FAQs for whistleblowers: All you need to know about the whistleblowing process
Have you seen or do you suspect misconduct? Do you feel you should alert your employer, customer or partner? This is when you should speak up. Read these FAQs for more information on how to submit a whistleblowing report and what happens next.
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What is a whistleblowing solution and when should I use it?
A whistleblowing solution provides a person the ability to alert an organization about something that might not be in line with the law, organizational values or the code of conduct, and that may seriously affect its operations or reputation. The whistleblowing solution is a complement to regular communication channels.
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Why should I report suspected misconduct?
Whistleblowing is important for fostering high ethical standards and thus maintaining customer and public confidence in an organization and its operations. By blowing the whistle you can help prevent the possible escalation of misconduct and improve organizational culture.
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How is my anonymity ensured?
NAVEX is a third party solution that establishes anonymous communication between you and the individuals receiving the messages. It is separate from the organization’s IT environment. NAVEX does not track IP addresses or other data that could identify a person sending a message. Messages can only be decrypted by designated individuals.
We recommend that you access the reporting channel from a device that is not connected to the company’s intranet.
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What information should I include in my message?
To enable a thorough investigation, you should include a detailed description including what happened, as well as when and where it happened. You do not have to have proof of your suspicions, but a report should always be submitted in good faith. You may upload text files and pictures to your report using the web-based reporting channel. Metadata is removed to ensure your anonymity.
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What happens after I have sent a message?
After having submitted your message, you will receive an ID and a password. The receivers of your message may post a response or a follow-up question to you, which you can optionally be notified by through anonymous email communication. This dialogue, during which you remain anonymous for as long as you want, ensures that you have the possibility to contribute to a successful investigation process.
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How do I submit my message?
You can send your message through your organization’s NAVEX EthicsPoint or WhistleB reporting channel, which is available 24/7/365. The web channel is device independent, and available for smart phones, tablets and PCs.
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How can I trust secure information management?
NAVEX complies with the Shrems II ruling and GDPR. It is set up to ensure that information security, including personal data management, is considered in all decisions during development and throughout the life. We ensure the confidentiality, integrity and availability of data.
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Is my message encrypted?
Yes, data is encrypted during transmission and storage. Only authoritized users can access your message. Neither NAVEX nor your organization can decrypt and read messages.
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What is the role of NAVEX EthicsPoint or NAVEX WhistleB whistleblowing system?
NAVEX is a third-party whistleblowing service provider that is contracted to provide a secure and trusted whistleblowing service. Our available whistleblowing solutions are called EthicsPoint and WhistleB. NAVEX allows for anonymous communication between the whistleblower and the organization’s whistleblowing team.
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What should I do if I have forgotten the ID or password after submitting a report?
If you forget the ID or password, it cannot be restored for security reasons. You can send a new message and refer to your original report.
Build trust with transparent reporting processes
Make submitting a report a demonstration of trust, not a leap of faith. Enable your employees to raise their voice with confidence to speak up on workplace issues with NAVEX One whistleblowing tools.