You must appoint a suitable person or department to be responsible for receiving and handling reports. You can update owners and other users at any time.
To help maintain trust in your organization, we recommend at least two designated owners. For instance, if an appointed owner is working alone and is part of the report they receive, it may lead to mistrust of how the information is handled.
When deciding on the designated owners, consider whether you will use internal resource or a third party. A third party can be the company’s law or audit firm which helps to keep it independent.
In most European countries you need to have a documented process and routine description of your whistleblowing function. It is common to set up a whistleblowing policy. Normally, a whistleblowing policy contains information on the following;
When your reporting channels and routines are in place you want to make sure it is easy to find. Not just for employees, but also for other relevant reporting persons, such as short term contractors, anyone applying for a job, volunteers, shareholders and more. Publishing information on your intranet is generally not enough.
It is good to have an idea about how to assess incoming reports. The appointed owners and users of the system should of course be updated about the law and have a clear understanding of the different responsibilities. For larger organisations it can be recommended to have the process documented.
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