Introduction
Anonymous reporting is a tool developed to anonymize the user submitting the report. Users in the HR group will be notified by default and will follow up on the reported case.
Check the company's internal process on this. It is possible that the users handling these cases are customized.
A company in Norway is not required to use anonymous reporting. However, they are required to follow up on reports of reprehensible conduct.
Read more about this type of reporting on the Norwegian Labour Inspection Authority's website
https://www.arbeidstilsynet.no/tema/varsling/Slik-kan-du-varsle-om-kritikkverdige-forhold
Creating a report
To create a new anonymous report, navigate to QHSE and click on Anonymous Reporting located on the link bar at the top of the page.
Anonymous reporting form
The form is a custom Microsoft form that does not use any of the current login details to identify the registered entry.
| Field | Description |
|---|---|
| Title | Brief description of the report |
| Date | Date of observation (or report if not relevant) |
| Description | Long description of the case. Include as much information as possible. |
After submission, HR managers will be notified that a new anonymous report has been registered. Note that this also means you will not be able to get a notification that action has been taken on the case and must follow this up manually.
The reported case cannot be deleted by HR staff. It can only be moved to an inactive status.
What should an anonymous report contain?
Since you are reporting anonymously, it is important to include as much information as possible for the case handler. They cannot follow up with questions and without sufficient information to follow up on the case, it may be rejected.
The Norwegian Labour Inspection Authority recommends including the following
- What happened? Is there a breach of law, or the company's written ethical guidelines?
- Who was involved?
- Where did it happen? Where was it discovered?
- When did it happen?
- Has it happened before? How many times?
- Were there any witnesses?
Handling a report
When an anonymous report is registered by an anonymous author, all users in the HR group will receive a notification. For security reasons, the URL to this case is not included in the email.
This list is located in the HR module. By default, the list is not linked and is configured when the system is implemented.
The fields available in the list are the same as in the registration, except that there is a Status field. The Created by field is only there to show that System Account (a service user) is the user who registered the incident created in the previous section.
The form is very simple and allows the HR user to take action in the form of a status. From a technical perspective, the status is only used for filtering and overview purposes, but it should represent some internal actions taken on the report.
Pending is the default status in the register. This indicates that the report has not yet been evaluated.
Approved means the case handler believes there is sufficient evidence to proceed
Rejected means the case handler believes there is not enough evidence or that the reported case is not worth following up on.
Version control
To prevent case handlers from changing report content without trace, version control is enabled in the list. A change to an anonymous report by a case handler should be limited to a status update and/or a typo correction. With version control enabled, it is possible to trace back to these changes.
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