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CENEDRIL MANUAL
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Whistleblower Protection · Retention

Retention and deletion

Updated on 2 min Open in Cenedril

Goal Know the record of a closed case and download it as a document, understand the deletion and its period, extend the period with a reason or hold the deletion when needed, and find the deletion proof.

At closure Cenedril keeps every whistleblowing case as a record (§ 11(1) HinSchG) and calculates the retention period under the law of the reporting office’s country. The cards Record of the case and Retention and deletion in the Closure phase show both. When the period ends the case is deleted; a deletion proof without personal data remains.

Record of the case

Open the record

Open a closed case and in it the Closure phase. The card Record of the case lists the record with its date and, via the icon next to it, whether the content is unchanged since closure.

The record of a closed case with the three forms of the document.

Download the document

PDF provides the case with all chapters as a document, Reduced PDF leaves out the thread and the oral entries, for example for a disclosure that only needs the outcome. JSON provides the record in machine-readable form.

Retention and deletion

Read the deletion date and period

The card Retention and deletion names the date on which the case is deleted, the retention period with its legal reference, and what is deleted with the case: messages, attachments, notes and the record. As deletion approaches, the card carries the badge Deletion in less than 30 days, and the reporting office is notified.

The retention of a closed case: deletion date, period with legal reference and the actions to extend.

Extend the period

If further retention is necessary and proportionate, click Extend period, choose the number of months under Extend by and give the Reason. The window shows the new end of the period. The period can be extended at most three times; every extension stays in the card with its reason.

Hold the deletion

If criminal, administrative or court proceedings need the case, click Hold deletion and choose the Occasion. While the deletion is on hold, the case is not deleted; handling the case is not affected. Lift hold lets the period run again. If it has already expired by then, the deletion is announced and carried out 30 days later at the earliest.

After deletion

Find the deletion proof

After deletion the case is listed on the case list under Deleted cases with identifier, closure date, Retained until and Deleted. The proof contains no personal data and shows that and when the case was deleted.

Result: Every closed case exists as an unchangeable record that can be downloaded as a document. Deletion follows the period of the country, every extension and every hold is justified, and after deletion only the proof remains.

Frequently asked questions

How long is a case kept?

In Germany three years after the procedure is closed (§ 11(5) HinSchG). For another country the period of its transposition act applies with its starting point, for example from receipt or from the feedback; deletion never happens before the closure. If no period is on file for a country, you set it in step 1 of the setup; without a period no case is deleted.

When may the period be extended?

As long as further retention is necessary and proportionate, for example for ongoing proceedings. Every extension requires a reason, and the period can be extended at most three times. If proceedings need the case for longer, hold the deletion.

What remains after deletion?

A deletion proof with identifier, closure, period and time of deletion, without personal data. It is listed on the case list under “Deleted cases”. Depending on the law of the country, the protocol of the case is kept for some time longer.

Can the record change after closure?

No. The record carries a check value; the card shows that the content is unchanged since the case was closed. If a case is reopened, closing it again creates a further record.

Whistleblower Protection

Follow-up measures and feedback

How the reporting office chooses follow-up measures under § 18 HinSchG in Cenedril, records disclosures of protected data, hears the person concerned, releases the feedback and closes the case.

 Whistleblower Protection

Set up the reporting office

How to establish in Cenedril whether your organisation needs an internal reporting office, choose the operating model and designate its people with deputy and evidence of competence.