Yes, in most cases you can close and document a report yourself. The law does not require engaging an external party for this part of the process. However, there are requirements for what you document, how carefully you do so, and who within your organization is involved.
Closing a report means that the handler has informed the reporter of the outcome of the assessment, and that the file has been documented completely and tracibly. That documentation is not a formality: it demonstrates that the procedure has been followed carefully, even if questions arise later, for example from the reporter or from a supervisory authority.
What should be in the file
A careful file contains at least the date of the report, the moment of receipt confirmation, the communication with the reporter during processing, and the outcome that was ultimately provided. For the precise requirements on retention and documentation, the legal text itself is the most reliable source; if you are unsure about your own situation, a lawyer can review it.
This kind of documentation works best with a fixed format, so that each file has the same structure, regardless of who handles the report. This also makes it easier later, for example when preparing the annual report, to provide a good overview without having to look everything up again. the knowledge base with explanations for each part of the process shows which steps belong to a careful closure.
When doing it yourself works well in practice
Closing and documenting yourself usually works well when the organization has appointed a handler who can work independently, who knows what should be in the file, and who monitors the deadlines. In many SMEs this is an HR manager or a management member who is unlikely to become the subject of reports. This is not about complicated legal knowledge, but mainly about a fixed process that is followed in the same way each time.
When outsourcing offers benefits
Outsourcing the closure and documentation is not required, but can be practical. Think of situations where the organization has no independent handler, where a report is sensitive because the reporter and handler know each other well, or where employees have more confidence in a channel that stands outside the direct line. A fixed template with automatic monitoring of deadlines also helps prevent oversight, especially when multiple reports are being handled at the same time.
It is good to make a distinction here between two things that are often confused. One is the process: confirming receipt, monitoring deadlines, documenting the file neatly and closing it. You can have this process facilitated by a system, regardless of who ultimately assesses the report. The other is the substance: determining whether a report is well-founded, what measures follow from it, and how to communicate with those involved. That assessment is by law the responsibility of the employer itself and cannot be transferred to an external platform.
how signalo structures the process shows that a reporting channel organizes the deadlines and the file, but never assesses or qualifies the report itself. This remains, even with a facilitated channel, always the responsibility of the handler within your own organization.
Doing it yourself with the right support
For many smaller organizations, the practical approach is: conduct the process yourself, with a fixed format for the file and with automatic monitoring of the deadlines for receipt confirmation and feedback. This way you don't have to keep track yourself of which date applies to which report, and it ensures that each file is structured in the same way. in a few questions see which obligations apply to your organization provides an initial picture, before you choose how to structure the process in detail.
Are you uncertain whether your situation has special circumstances where closing the matter yourself is not sufficient, for example because a report also raises a liability question? Then that is a question for a lawyer, not for the reporting channel itself. The platform structures and monitors, but never provides legal advice on an individual report and does not assess the report itself either.
Would you first like to know where your organization stands exactly? Take the free quick-scan or read more in the frequently asked questions about the reporting rules for further background.