SECURaLINE – Information Technology Security
Hotlines as Key Reporting Mechanisms
The implementation of an anonymous employee hotline is a powerful tool for gathering critical organizational feedback. While hotlines are not new tools, they have proven to be exceedingly effective for monitoring and measuring an organizationâ€™s health.
The Sarbanes-Oxley Act (SOX), enacted in 2002, requires publicly traded corporations to provide a mechanism for reporting financial irregularities that enables employees who report information to remain anonymous. The positive results realized from this requisite have prompted other organizations to recognize the value of the hotline for reporting unethical activities and as a means for reducing corporate culpability.
Corporate governance legislation has become a global issue. Beyond SOX in the United States, other countries such as Canada, the United Kingdom, France, Germany and Japan have incorporated hotline-related regulations or legislation.
The Dynamic Nature of Hotlines
The use of hotlines has evolved significantly over the last 25 years. Their use will continue to change in response to the changing nature of business. Factors such as workforce diversity and cultural initiatives will play a significant role in how hotlines and compliance programs will be implemented and operated. The culture of an organization is driven by the values and behaviors of its leaders and employees.
As these factors change, so does the direction of the organization, either on the path to a more ethical culture, or toward a culture where misconduct thrives.
An analysis of culture has become a key factor in reducing organizational risk. In fact, the United States Government now recognizes how culture can affect the results of an organizationâ€™s compliance program.
Amendments to the Federal Sentencing Guidelines in 2004 require organizations to periodically assess their risk of misconduct as well as the effectiveness of their ethics and compliance program. Because hotlines are such key components in an organizationâ€™s compliance efforts, they need a reliable way to measure the effectiveness of these and all other reporting mechanisms.
SECURaLINE, our incident reporting solution offers accessibility through both a dedicated 800 hotline and the internet. With SECURaLINE, organizations can easily manage the lifecycle of information to effectively maintain an ethical workplace and compliance with legislative requirements.
To further encourage the dissemination of vital information, SECURaLINE can offer callers and/or subscribers anonymity and allows organizations to address the challenges surrounding:
Employee Resource Center
- Grievance Issues
- Occupational Health & Safety
- Employee / Labor Relations
- Survey Participation
- Policies / Procedures
- Workplace Violence & Harassment
- Sarbanes Oxley (SOX)
- Criminal Liability of Organizations
- Privacy Act
- Insurance Deception
Our easy-to-use technology has a rich graphical interface that allows organizations to create a customized look and feel for their Web intake system and incorporate custom built intranet site, Flash modules and more. Web intake includes location databases to ensure accurate reporting as well as online tools that allow communication with anonymous reporters via the web to enhance actionability.
SECURaLINE also provides a series of employee awareness materials that can be used for program introduction, new hire orientation, and as periodic reminders:
- Employee Kit Envelope â€“ Holds all of the employeeâ€™s program materials.
- Letter â€“ An introduction to the program from company management.
- Brochure â€“ Provides an overview of the program and the employeeâ€™s role in maintaining a safe and secure workplace.
- Wallet Card â€“ A small card designed to be carried in a wallet or purse and referred to for information on accessing the toll-free number.