Case management · Autessa Ethics Hotline
Internal notes
Autessa Ethics Hotline keeps internal notes on every case: interview summaries, next steps and decisions, each signed by the member who wrote it and dated. Only committee members who can see the case read them; the reporter never does.
Why it matters
Investigation notes in personal documents are a risk
When interview notes live in someone’s laptop or a shared drive folder, they are hard to find, easy to over-share and impossible to purge on schedule. Notes on the case stay with the case, follow its access rules and retention, and leave a clear record of who wrote what and when.
What you get
- Notes of up to 10,000 characters, each with the author’s name and the date and time.
- Visible only to committee members who can see the case.
- Never shown to the reporter, and clearly separate from the reporter conversation.
- Adding a note is recorded in the access log.
- Notes are purged with the rest of the case content after retention.
How it works
How does internal notes work?
Open the case
Internal notes sit under the conversation with the reporter, with a count.
Write the note
“Interview summaries, next steps, decisions…” and choose Add note.
Everyone on the case can read it
Notes list newest last, with the author’s avatar and time.
Every option
Note rules
| Option | What it does |
|---|---|
| Length | Up to 10,000 characters per note. |
| Visibility | Committee members who can see the case. Never the reporter. |
| Audit | Each note added is an access log entry: “Added a note”. |
| Retention | Replaced with “[purged]” when the case content is purged. |
Permissions
Who can do what?
The hotline’s access rules are enforced on the server for every request, not just hidden in the interface.
| Who | What they can do |
|---|---|
| Ethics committee member | Read and add notes on any case they can see. |
| Reporter (anyone with the hotline link; no account, no sign-in) | Nothing; notes are internal. |
| Committee member left out of a report | Nothing on that case. |
FAQ
Questions about internal notes
Can the reporter see internal notes?
No. Internal notes are for committee members who can see the case. The reporter only ever sees committee messages and status changes.
Can notes be edited or deleted?
Notes are added, not edited, so the case keeps an honest record of who wrote what and when. Their content is removed only when the whole case is purged after its retention period.
Are notes included in the CSV export?
No. The export contains codes, categories, states, dates and resolutions, never report text, messages or notes.
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