After the review of the report the reporting office chooses the measures under § 18 HinSchG in the Follow-up measures phase, records every disclosure of protected data and gives the reporting person feedback on the state within the deadline. In the Execution phase it records the measures taken, and at Closure it tells the person the outcome and closes the case with a reason.
Choose follow-up measures
Plan a measure
Open the Follow-up measures phase and click Add follow-up measure in the card of the same name. Choose the Measure, for example Internal investigation, the date under Planned for and the Responsible person, and write the Reason of appropriateness; the text goes into the feedback. For an investigation record the contacts made, for a referral the competent body, for a handover to the investigating unit its accounts and the end of its access.
Mark a measure as taken
Once the measure is carried out, click Mark as taken and record the outcome. Edit adjusts the planning, Withdraw takes a measure back with a reason. If the employer remedies the breach, Open remediation in the Remediation card opens a corrective action with cause, planned measure and effectiveness check.
Pass on protected data
Record a disclosure
If the identity of the reporting person, of a named person or a protected secret has to reach a body outside the reporting office, click Record disclosure in the card Disclosures of protected data. Choose legal basis and recipient, the scope of the data and justify the necessity. Depending on the legal basis a checklist follows: Request consent sends the person a request they answer in the portal; Send prior notice announces a disclosure. Release becomes possible only when the checklist is complete. Download record provides the proof of the disclosure as a PDF.
Hear the person concerned
Invite to and record the hearing
In the card Rights of the person concerned click Invite to hearing. Record form and time and confirm that the person was told about the presumption of innocence and the way to inspection. After the conversation Record hearing enters the statement and the outcome. Record inspection request takes in a request to inspect the person’s own file, on which the reporting office decides within one month. The identity of the reporting person always stays excluded.
Give feedback
Prepare and send the feedback
The Feedback card names the deadline and the basis from the measures. Click Prepare feedback. The window Feedback to the reporting person proposes a text from the planned and taken measures and their reasons; shorten or add to it. Under Confirm before sending you confirm that the message disturbs no inquiries and names no person concerned or named. Save draft keeps the state, Send feedback releases it.
Close the case
Communicate the closure and close the case
Once all planned measures are taken or withdrawn, open the Closure phase. Choose the closure reason and click Communicate the closure; the text comes from the template of the reason and goes to the person after the same confirmations as the feedback. Then Close case closes the case with the reason. Without feedback given or an overrun note the closure stays locked.
Reopen a case
If new facts come up after closure, click Reopen in the Reopening card and give the reason. The case is in progress again; the reason is kept in the protocol and on the withdrawn closure measure.
Requests from authorities
Record and answer a request
If an authority requests information on a case, record the request through Requests of external reporting offices in the header of the case list. Every request gets its own identifier, the authority’s deadline and the link to the case. An answer containing protected data requires a released disclosure in the case; a refusal names its legal basis with reference in the reply to the authority.
Result: Every measure is planned with a reason and marked as taken, every disclosure is checked and documented, the person has received the feedback on time and the closure notice, and the case is closed with a reason. The guide on retention describes its record and retention.