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How to Submit a Report - Disclosurely Reporting Guide

Learn how to securely submit anonymous or confidential reports through Disclosurely. Step-by-step guide with evidence upload, tracking IDs, and privacy tips.

How to Submit a Report

This guide explains how to submit a secure, anonymous report through Disclosurely. Whether you're reporting workplace misconduct, safety concerns, or ethical violations, this step-by-step guide will help you submit your report safely and confidentially.

Before You Submit

What Can You Report?

Disclosurely can be used to report various workplace concerns:

Misconduct & Ethics

  • Harassment or discrimination
  • Bullying or intimidation
  • Conflicts of interest
  • Bribery or corruption
  • Ethical violations

Financial Issues

  • Fraud or embezzlement
  • Financial irregularities
  • Expense abuse
  • Accounting irregularities
  • Tax evasion

Safety & Health

  • Workplace safety violations
  • Health hazards
  • Environmental concerns
  • Security issues
  • Regulatory violations

Privacy & Data

  • Data breaches
  • Privacy violations
  • Unauthorized data access
  • GDPR violations
  • Confidential information misuse

HR & Employment

  • Wage theft
  • Discrimination
  • Wrongful termination
  • Policy violations
  • Labor law violations

Other Concerns

  • Any other workplace issue
  • Concerns about retaliation
  • Questions about policies

###Should You Report?

Consider reporting if:

✅ The issue affects workplace safety or ethics ✅ Laws or policies are being violated ✅ The issue could harm employees, customers, or the organization ✅ You've witnessed or experienced the issue firsthand ✅ Other channels have failed or are inappropriate ✅ You need to document the concern

Should You Report Anonymously or Confidentially?

Learn more about the differences between anonymous and confidential reporting.

Anonymous Reporting means:

  • No personal information collected or stored
  • Complete anonymity guaranteed
  • Use tracking ID to check status and communicate
  • Cannot be traced back to you
  • Organization cannot identify you

Choose Anonymous If:

  • You fear retaliation
  • The issue is sensitive
  • You want maximum privacy protection
  • You don't need direct follow-up

Confidential Reporting means:

  • Your identity is known to the organization
  • Identity protected from unauthorized disclosure
  • Easier direct communication
  • Higher trust relationship

Choose Confidential If:

  • You're comfortable sharing your identity
  • You want direct communication
  • The issue requires your specific knowledge
  • You're willing to participate in investigation

How to Access the Reporting Portal

Your organization's secure reporting link can be found:

  1. Company Intranet/Internal Website

    • Look for "Report a Concern" or "Speak Up" links
    • Usually in footer or ethics/compliance section

  2. Employee Handbook

    • Check ethics and compliance sections
    • May be listed under "Reporting Channels"

  3. Email from HR/Compliance

    • Announcement emails about the reporting system
    • New employee onboarding emails

  4. Company Posters

    • Posted in common areas, break rooms
    • May include QR code for easy access

  5. Direct from Manager/HR

    • Ask your manager or HR representative
    • They should have the link available

The secure link format is: https://disclosurely.com/secure/tool/submit/[organization-code]

Accessing from Different Devices

Computer/Laptop:

  • Use any modern web browser (Chrome, Firefox, Safari, Edge)
  • No software installation required
  • Works on Windows, Mac, Linux

Mobile Phone/Tablet:

  • Access via mobile browser
  • Responsive design works on all screen sizes
  • iOS and Android supported

Public Computer (Library, Internet Cafe):

  • Safe to use, but take precautions:
  • Use private/incognito browsing mode
  • Clear browser history after submission
  • Don't save your tracking ID on the device

Step-by-Step Submission Guide

Step 1: Choose Report Type

When you access the reporting portal, you'll first choose:

Anonymous or Confidential

For Anonymous:

  • Click "Submit Anonymously"
  • No personal information will be collected
  • You'll receive a tracking ID for follow-up

For Confidential:

  • Click "Submit Confidentially"
  • You'll be asked for your contact information
  • Your identity will be kept confidential

Step 2: Select Category

Choose the category that best describes your concern:

  • Harassment & Discrimination
  • Financial Misconduct
  • Health & Safety
  • Data Privacy
  • Conflicts of Interest
  • Other

Why Categories Matter:

  • Routes report to appropriate team
  • Helps organization track types of issues
  • Ensures proper subject matter expertise

If multiple categories apply, choose the primary one. You can mention other aspects in the description.

Step 3: Provide Incident Details

When Did It Happen?

Incident Date:

  • Select the date the incident occurred
  • If ongoing, select the most recent occurrence
  • If you don't know exact date, estimate as closely as possible

Time (Optional):

  • Approximate time if relevant
  • Can help with verification (e.g., checking security footage)

Where Did It Happen?

Location Information:

  • Building name or number
  • Department or floor
  • Specific room if relevant
  • City/office location for multi-site organizations

Why Location Matters:

  • Helps identify jurisdiction and relevant policies
  • May reveal patterns (e.g., issues in specific departments)
  • Assists with investigation logistics

Step 4: Describe What Happened

This is the most important part of your report. Provide a clear, detailed description.

What to Include

The Basic Facts:

  • Who was involved (use initials if staying anonymous)
  • What happened (specific actions or behaviors)
  • When it occurred (dates, frequency)
  • Where it took place
  • How you know about it (witnessed, heard, experienced)

Important Details:

  • Specific quotes or statements made
  • Actions taken or not taken
  • Impact on you, others, or the organization
  • Any previous incidents or patterns
  • Whether anyone else witnessed it

Evidence or Proof:

  • Names of potential witnesses
  • Documents that support your claim
  • Emails, messages, or recordings (if legal)
  • Photos or videos
  • Transaction records
  • Any other relevant information

Writing Tips

✅ Be Specific: Instead of "John was rude," write "On March 15th, John called me incompetent in front of the team during the 2pm meeting"

✅ Use Facts: Focus on what you saw, heard, or experienced, not assumptions about motives

✅ Be Clear: Write as if the reader knows nothing about the situation

✅ Be Chronological: Describe events in the order they happened

✅ Separate Facts from Opinions: Make it clear when you're stating a fact vs. your interpretation

❌ Avoid: Vague statements, exaggerations, or unverified rumors

Example Description

Poor Example: "My manager is terrible and treats everyone badly. Something should be done."

Good Example: "On March 1st, 8th, and 15th, my manager Sarah J. made comments about my age during team meetings, saying things like 'maybe you're too old to understand this technology' and 'younger people are more adaptable.' These comments were made in front of my colleagues Tom M., Jennifer S., and Alex P. On March 20th, I was passed over for a promotion that went to a younger colleague with less experience. I believe my age (52) was a factor in this decision."

Step 5: Upload Supporting Evidence (Optional)

If you have documents, photos, or files that support your report, you can upload them securely.

Accepted File Types:

  • Documents: PDF, DOC, DOCX, TXT
  • Images: JPG, PNG, GIF
  • Spreadsheets: XLS, XLSX, CSV
  • Other: ZIP archives

File Size Limit: 10MB per file, 50MB total per report

What to Upload:

  • Relevant emails or messages
  • Photos of safety hazards
  • Financial records or receipts
  • Screenshots of inappropriate content
  • Copies of relevant policies
  • Any other supporting documentation

Important:

  • Remove any identifying information if reporting anonymously
  • Check metadata (many files contain hidden identifying data)
  • Ensure files don't contain viruses or malware
  • Don't upload anything illegal or irrelevant

How Files Are Handled:

  • Encrypted during upload using AES-256 encryption
  • Stored securely with your report
  • Only accessible to authorized case handlers
  • Can be viewed through the encrypted platform
  • Not accessible to unauthorized parties

Step 6: Add Witness Information (Optional)

If there were witnesses to the incident, you can provide their information.

What to Include:

  • Witness names (or initials if anonymous)
  • Department or role
  • What they witnessed
  • How to contact them (if appropriate)

Why Witnesses Matter:

  • Corroborate your account
  • Provide additional perspective
  • Strengthen the investigation
  • May have noticed details you missed

Anonymous Reporting Note:

  • Be careful not to identify yourself through witness information
  • Use initials or first names only
  • Don't list only witnesses who would identify you

Step 7: Review and Submit

Before submitting, review your report:

Check for:

  • Spelling and clarity
  • All relevant details included
  • Files attached correctly
  • Category selected appropriately
  • Dates and locations accurate

Remove:

  • Identifying information (if anonymous)
  • Irrelevant details
  • Emotion or inflammatory language
  • Unverified information

Add:

  • Any additional context
  • Clarification of complex details
  • Explanation of why this matters

Once you're satisfied, click "Submit Report".

Step 8: Save Your Tracking ID

CRITICAL STEP: After submission, you'll be shown a unique tracking ID. Learn more about using your tracking ID.

Format: DIS-XXXXXXXX (e.g., DIS-A7B9C2D1)

Important:

  • ✅ SAVE THIS ID SECURELY - You'll need it to check status and communicate
  • ✅ Write it down in a safe place
  • ✅ Take a screenshot and store it securely
  • ✅ Save it in a password manager

Never:

  • ❌ Share it with anyone (it's like a password to your report)
  • ❌ Store it on work devices (if you want to remain anonymous)
  • ❌ Include it in emails
  • ❌ Write it where others might see it

If You Lose Your Tracking ID:

  • Anonymous reports: Cannot be recovered (by design for security)
  • Confidential reports: Contact support with your email address

After Submission

What Happens Next?

  1. Immediate Confirmation

    • You'll see a confirmation message
    • Report is encrypted and stored securely
    • Relevant team members are notified

  2. Initial Review (24-48 hours)

    • Case handler reviews your report
    • Report is categorized and prioritized
    • Initial assessment is made

  3. Investigation

    • Assigned investigator examines the issue
    • May request additional information from you
    • Gathers evidence and interviews as appropriate

  4. Resolution

    • Findings are documented
    • Appropriate action is taken
    • Report status is updated

  5. Closure

    • Outcome is recorded
    • You're notified of resolution (within confidentiality limits)
    • Case is closed and archived

Expected Timeframes

Initial Response: 24-48 hours Investigation: 2-4 weeks (varies by complexity) Resolution: 4-8 weeks total

Complex cases may take longer. You can check status anytime with your tracking ID.

Checking Your Report Status

Using Your Tracking ID

  1. Visit the status lookup page (link provided after submission)
  2. Enter your tracking ID
  3. View current status and any messages
  4. Send and receive secure messages with investigators

Status Meanings

New - Just submitted, awaiting initial review

In Review - Being assessed by case handler

Investigating - Active investigation underway

Resolved - Investigation complete, action taken

Closed - Case closed with final outcome

Archived - Historical record, no longer active

Responding to Questions

Investigators may ask follow-up questions through the secure messaging system.

How to Respond:

  1. Check your report status regularly
  2. Look for the "New Messages" indicator
  3. Read the investigator's questions
  4. Provide clear, detailed answers
  5. Add any new information that's relevant

Response Tips:

  • Reply promptly to avoid delays
  • Provide specific answers to specific questions
  • Add context if needed
  • Ask for clarification if questions are unclear

Maintaining Your Anonymity

If you've submitted anonymously, protect your identity:

Do:

✅ Use personal devices, not work computers ✅ Use home internet, not work network ✅ Check status from safe locations ✅ Be vague about identifying details in messages ✅ Use a VPN for extra privacy (optional) ✅ Clear browser history after checking status

Don't:

❌ Check status on work devices ❌ Access from work network if you want full anonymity ❌ Share your tracking ID ❌ Include identifying information in follow-up messages ❌ Tell coworkers you reported (even ones you trust) ❌ Discuss the report at work

If Asked About It

If questioned about whether you reported something:

  • You're not obligated to admit it
  • "I don't know anything about that"
  • Decline to discuss further
  • Document any questioning or retaliation
  • Report retaliation immediately

Frequently Asked Questions

Q: Can my employer identify me from an anonymous report? A: No. Anonymous reports are encrypted and contain no identifying information. Even Disclosurely cannot identify you.

Q: What if I see my issue being discussed at work? A: This is normal as issues are addressed. Don't confirm or deny you reported it.

Q: Can I report on behalf of someone else? A: Yes, but include that you're reporting secondhand information. First-person reports are more effective.

Q: What if I remember something after submitting? A: Use the secure messaging feature to add information anytime.

Q: Will I be updated on the outcome? A: You'll receive status updates. Specific disciplinary actions may be confidential.

Q: What if nothing happens? A: Not all reports result in visible action. Follow up using your tracking ID to request a status update.

Q: Can I make multiple reports? A: Yes, each issue should be reported separately for proper tracking.

Q: Is my report really secure? A: Yes. Military-grade encryption, zero-knowledge architecture, and secure infrastructure protect your report.

Getting Help

Technical Issues:

  • Error submitting report
  • Can't access the form
  • File upload problems
  • Other technical problems

Contact: support@disclosurely.com

Questions About the Process:

  • What information to include
  • Whether to report anonymously
  • Expected timeline
  • Follow-up questions

Check: This documentation or contact your organization's ethics/compliance team

Important Reminders

☑️ Save your tracking ID securely ☑️ Be specific and factual in your description ☑️ Include all relevant details and evidence ☑️ Check status regularly for updates ☑️ Respond promptly to investigator questions ☑️ Protect your anonymity if reporting anonymously ☑️ Report retaliation immediately if it occurs

You're doing the right thing by speaking up. Your report helps maintain an ethical, safe workplace for everyone.

Need to report now? Contact your organization for your secure reporting link.

Questions? See FAQs or Contact Support

How to Submit a Report - Disclosurely Reporting Guide | Disclosurely Docs