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It records that you sent the letter, keeps a dated copy of its text as the screen showed it, and fixes the answers that the people's letter carries.

Marking a letter as sent is your statement that you sent it. We send nothing. Send the letter yourself first, from your own email or WhatsApp, as described in the two breach letters.

  1. 1 Open the incident and find the card for the letter you sent.
  2. 2 Choose I have sent this. A line opens that says what will be recorded.
  3. 3 Choose Yes, it has been sent. Choose Cancel to go back.

A recorded send cannot be undone. Anyone whose role holds the Record and handle breach incidents switch can record one, and it works only while the incident is open.

What recording does:

  • ✓The card shows Sent. with the date and the email address of the person who recorded it.
  • ✓The text is kept exactly as the screen showed it at that moment. Show the text as sent opens it again.
  • ✓Your audit trail gets a line that you recorded the send. It carries the fingerprint of the text, not the text.
  • ✓The breach banner on Home changes as each letter is recorded.
  • ✗Nothing is sent to anyone.
  • ✗A change you made to the letter after copying it is not captured. The record holds the text this screen composed, not the message you sent.

The two letters then behave differently. The people's letter is recorded once, and its button disappears. From that moment the incident details and questions 1 to 5 no longer change. Questions 6 to 8 stay open for your update to the Board. The Board's report can be recorded again. After the first send its button reads I have sent an update, and each recorded update shows as Update sent. Every recorded send stays on the card.

If you record the people's letter first, part 5 of the Board's report gives the date they were told. Once both letters are recorded, you can close the incident.

For example

Amaltas Deshmukh & Co records a breach on 1 July 2027 and records the people's letter as sent the same day. On 2 July 2027 it learns how the breach happened. It can enter that under question 6 and record an update to the Board. It can no longer change question 1 or the date it became aware.