Three reasons why an e-mail address is not a good reporting channel in companies
Reason 2: Your Employees May Not Trust an Email Whistleblower Reporting System
Gaining the trust of potential whistleblowers is critical to ensuring that relevant reports are submitted. For this reason, employees must be 100% confident in the security of the system and the manner in which reports are processed. If not, potential whistleblowers will be much less likely to speak up internally, and may even turn to the authorities or media. A study conducted by EQS Group and the University of Applied Sciences HTW Chur has shown that organizations with a specialized reporting channel, such as a digital whistleblowing system, are more likely to receive relevant whistleblowing reports than companies with more simple reporting channels, such as an email address. Furthermore, the study showed that having the ability to report misconduct confidentially or anonymously significantly increases the likelihood that an employee will use a whistleblowing system.
Alternative to an E-Mail-Based Whistleblowing System
As we have seen, there are some potential disadvantages to using non-specialised whistleblowing systems. For that reason, it’s worth considering the alternatives, for example, introducing a digital whistleblowing system. With this method, all communications with the whistleblower are encrypted and stored in high-security data centers. This makes it easy to meet the legal requirements regarding data protection and data security.
Digital systems also foster more trust from employees, resulting in higher rates of employees reporting compliance-relevant irregularities without fear of retaliation. Reports can also be submitted confidentially or anonymously, if preferred. Finally, an integrated case management area allows you to process incoming cases efficiently and gives you a detailed overview of all existing cases and their status.
You can learn more about the advantages and disadvantages of different whistleblowing channels in our free white paper“Which Reporting Channels Are Suitable for Your Organisation?”.