Thanks to its flexible layout possibilities, BKMS® VoiceIntake can be adjusted so that it conforms to applicable data compliance regulations in each country of application. Issues for which your company registers reports are adjusted to suit the individual demands of the country in question; alternatively, the option of anonymity for whistleblowers will not be provided for selected countries.

Since in several countries whistleblowers are not sufficiently protected by the law, they tend not to pass on information regarding grievances and risks to the appropriate contact or even at all. Taking into consideration the possible negative consequences of submitting a report, BKMS® VoiceIntake uses technology to ensure anonymity of the whistleblower by anonymising speech recordings. Each whistleblower can decide for himself/herself if he/she wishes to remain anonymous or include his/her name in the report.

BKMS® VoiceIntake does not record any telephone connections, such that there is no technical possibility of tracing complainants. Experience shows that many whistleblowers will submit a report anonymously before subsequently disclosing their identity in a confidence-building dialogue with the report examiner. If there were not such a possibility of submitting reports anonymously, most people would presumably not say anything.

The existence of internal guidelines and an easily accessible course of action for flagging up instances where these guidelines have not been observed are already having preventative effects – by increasing the likelihood of such instances being discovered. In this way, you can protect your organisation against financial damages and negative publicity.

As well as taking on preventative measures, BKMS® VoiceIntake aims to resolve existing risks efficiently at an early stage.

In order to cater for every potential whistleblower, overcome reservations they may have about submitting a report, and to avoid misunderstandings with regards to descriptions of the individual case, the structured report submission process can be presented in different languages in BKMS® VoiceIntake. It is currently available in over 30 languages:

We will design an individual whistleblowing interface just for you. In particular, we will compose a customer-specific introduction text which will inform whistleblowers of key characteristics of your organisational culture and important codes of principle, as well as motivating them to report grievances and risks.

Just as in the web-based BKMS® System, the whistleblower can only use BKMS® VoiceIntake to submit reports about specific subject areas you define, meaning that misuse is minimised compared to those telephone solutions which record any and all information submitted. Using this selective report registration process, compliance tasks can focus on the important categories; undesired issues or issues which must be reported on are excluded.

BKMS® VoiceIntake is capable of complying with different legal provisions in individual countries in a flexible manner.

You can create an individual catalogue of questions for whistleblowers on any subject. By combining open and closed questions with pre-determined answer options, you can guide the whistleblower through the report submission process. During this process the whistleblower will be asked to provide all information which will be necessary for a subsequent investigation.

Since reports recorded by phone are processed in the BKMS® System, a flexible authorisation design can also be applied here, allowing any and all compliance structures your company may have to be implemented. Reports are either collected centrally and manually assigned to individual examiners or examiner groups after an initial review; or reports are handled locally. In this case, examiners receive pre-sorted and pre-assigned reports according to, for example, subject, area of business, or country. External ombudspersons, for example, can be brought in at any point to register and assess reports centrally or provide support in individual cases.

Your examiners are assigned rights separately for each action within the reports handling process. Furthermore, they can be authorised to handle reports for individual subjects, countries, or divisions. You can enforce structural changes at any time and with minimal expenditure using the user controls interface.

BKMS® VoiceIntake is an autonomous application. Whistleblowers only need a telephone for the report submission. For the report examination, it  only takes an internet access and your individual login data. It does not require any specific hardware or software to be installed and does not intrude on your existing IT set-up. The ASP-application (Application Service Providing) has a flexible design and can be incorporated into any organisational structure.

Just as it is possible to submit a report anywhere and at any time, your examiners can also access the reports in the BKMS® System anywhere, any time. The only thing you need for this is internet access and your individual log-in details.

The examiner can transcribe or translate reports himself/herself or commission this automatically. This means that information collected by phone is always available in the BKMS® System in written form and in the desired language.

The layout and modules of the BKMS® Compliance System can be tailor-fitted to suit the individual needs of your organisation and your area of activity as well as being adjusted to meet legal requirements.

The BKMS® Case Management module, which can be integrated into the system or used as a stand-alone application, allows you to individually configure comprehensive case handling processes. This allows you to systematically document and assess results and measures in detail during the handling process.

For corporate groups, holdings, or investment management companies, we offer the BKMS® MultiClient system solution. Each business unit may assign its own report examiners and system administrators; each unit will receive its own account including individually designed whistleblowing processes, the contents and appearance of which will be adjusted to suit the corporate identity in each case. These accounts are managed centrally.