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MySafe™ Family of Anonymous Reporting Solutions versus Internal Procedures
When considering the implementation of an anonymous reporting solution, most organizations often contemplate putting in their own internal system. Below is a detailed explanation of why using a third party provider is more beneficial and cost effective.
24/7/365 Web & Call Center Reporting Capabilities - MSW offers their client’s employees the ability to submit a report via the Internet or a call center available 24/7/365. Internal Procedures (IP) typically allow employees the option of calling an internal number that is only staffed during business hours.
Electronic Report Notification - MySafeWorkplace® (MSW) automatically notifies all relevant management personnel that a report has been submitted. Internal procedures require an internal resource to manually notify other management personnel via phone, email, or verbally.
The Number and Quality of Reports - Employees view a third party solution as more protective and comfortable leading to greater reporting of appropriate incidents as well as greater protection under the Federal Sentencing Guidelines. A truly effective reporting system should average between .5 to 2% of an employee base filing a report a year. Employees often question whether an internal system is truly anonymous. This can lead to employees failing to report incidents. Doubts about anonymity can also lead to increased corporate liability exposure under the Federal Sentencing Guidelines if a judge or jury were to agree that it was reasonable for an employee to have such concerns.
Ability to Follow-up With the Reporting Party - Management can ask follow up questions to the reporting employee through the MySafeWorkplace® message board while retaining the employee’s and management's identity. This can save the company extraordinary time and money. Internal procedures never provide the ability to ask follow up questions of the person reporting the incident, if they remain anonymous. The cost to the company of a vague report with no ability to ask follow up questions can be large.
Report Notification Time - MSW guarantees that management will receive notification of reports and have access to the reports in less than three (3) minutes. Actual transmission time is usually a few seconds. If an IP is answered during business hours then the notification can begin at that point and can vary depending on the severity of the report or workload of the person responsible to transcribe the calls. If a report is made during off hours, management will not be aware of the report until the next business day which could be as much as 60 hours later.
Levels of Anonymity - MSW has three (3) levels of anonymity available to a reporting party; Remain Completely Anonymous, Don’t Care About Anonymity and Remain Anonymous Toward Organization. When the reporting party chooses Remain Anonymous Toward Organization, MSW collects their identifying information but does not pass it along to its clients in the report. This allows MSW to follow up with parties who have not checked back into MSW for communications from their organization. This provides clients with a means to reach significantly more anonymous reporters than an internal solution. IP’s only provide two levels of anonymity, remain anonymous or give identification and offer no means for management to communicate with the reporting party if the person has remained anonymous.
Litigation Support/Avoidance Tool - MSW was designed by experts in corporate investigations and risk mitigation to act as a litigation support and avoidance tool. Many of the features of MSW are designed so that Attorney Work Product and Attorney Privilege are maintained throughout the reporting and investigations process. Internal systems require companies to create document retention policies and procedures for reports and notes and to follow their own Attorney Work Product procedures.
Consultation with Subject Matter Experts - MSW clients receive a free 30 minute consultation with a subject matter expert for each report that they receive through MSW. MSW has subject matter experts in the areas of Certified Fraud Examiner, Employment Law, Workplace Violence, Substance Abuse, Forensic Psychology, Loss Prevention, IT Forensics and Corporate Internal Investigations. Internal procedures inherently do not have this benefit unless the company has in-house experts who are available to provide guidance.
Review On-line Report Before Submission - MSW allows the reporting party to review all the information they have provided in the report prior to its final submission. This is true of reports submitted via the web and the call center. IP’s do not give the reporting party the ability to review and edit a report once it is complete or has been transcribed.
Automated Report Distribution - MSW automatically routes reports to management individuals who have been designated by the client without human intervention. Reports are instantaneously routed using MSW’s patent-pending technology. IP require companies to construct their own internal means of routing reports and retaining records of report and follow-up communications. IP also allow for a report’s content to be altered after it has been dictated by the reporting party as there are no controls over the transcription of the report. IP can never say with certainty that a given report has not been altered.
Reporting Languages - MSW can take reports in over 200 languages and have them transcribed into English for dissemination and handling. Internal systems typically do not allow for report submission in languages other than English. When IP do allow for other languages, the company has to make arrangements for those reports to be translated to English on a case by case basis.
Language Translation Costs - All costs for translating reports over the phone are included in MSW’s annual fee. There are no per use or additional charges that an MSW client might incur for the ongoing service. IP would incur a per translation charge for translating reports received in languages other than English and Spanish. This will lead to costs that are uncontrolled and unknown to its clients.
International Toll Free Costs - All costs for International Toll-Free and/or International Collect calls are included in MSW’s annual fee. There are no usage or additional charges that an MSW client might incur for the ongoing service. Internal systems will incur charges for international toll calls.
Control of Client Database and Report Hierarchy - MSW allows its clients to have complete control over their MSW database once it is set up. MSW clients can change anything in their database (locations, departments, users, distribution hierarchy, etc) instantaneously with the click of a few buttons. Internal systems typically do not have an electronic database for the automated routing of reports.
Customizable Welcome Screen - MSW can provide clients with a customized Welcome Screen to help identify the company for the reporting party. Internal systems have no web interface.
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