Occasionally, once a SIRE inspection has been submitted by an inspector to a submitting company they assume that the report has to be withdrawn, this is not always the case.
What to do when a report has been submitted but not processed
There are circumstances where withdrawal of the report would not be necessary. If a report has been submitted by an inspector but it has not been processed and made available to the operator for comments, then no further action is required by the submitting company to allow re-submission.
The inspector can simply make amendments in their editor software and then submit the revised report again. The revised report will then replace the original submission. The revised report is then available and ready for processing as usual.
Withdrawal of Reports
A report should only be withdrawn if absolutely necessary. Withdrawing a report should only occur if it has been processed and is either pending operator comments or has been published and made available to submitting companies. A report should NOT be withdrawn if an error is noticed in the report that simply requires a change or additional information to be added as mentioned above.
Withdrawing a report should not be solely because minor changes are required. When withdrawing a report in SIRE a reason must usually be given at the time and this data is saved to SIRE for future reference. A list of reasons is shown on the screen when you reach the point of marking a report as withdrawn. One of these must be selected to complete the process. The reasons given include:
Duplicate Report - A report has been submitted in error more than once. In such circumstance the duplicate would need to be withdrawn.
Software Issue - Where a software error has caused a report to contain serious errors or inaccuracies that cannot be easily corrected.
Report Quality - Where concerns have been raised by a party involved in the inspection process that quality of the information in the report is not adequate, the contents are then deemed to be unsuitable for other organisations to view as an accurate record of the inspection that has taken place.
Submitting Company Objection - If a submitting company has objected to the contents of the report and does not want to make it available to other Submitting Companies in its current form.
Operator Objection - If an operator objects to the contents of the report and the submitting company agrees that the report can be withdrawn.
Non SIRE Inspection Information - If the report contains details that are not relevant to the inspection.
Compliance Investigation - The report is subject to a compliance investigation which could call into question the quality and validity of the inspection report.
If a report is withdrawn in error, you can contact SIRE support by email at firstname.lastname@example.org
Please provide as much detail about the report as possible including the report name, date of inspection and the name of the inspector who submitted the report.
Report requires changes but has been processed - Marking a Report For Re-submission
Finally, if a report has been submitted and processed but requires an amendment by an inspector and has not been withdrawn, it can be marked for re-submission which will allow the inspector to re-submit an amended report to SIRE. Once submitted the new report will replace the previous version. It can then be checked and re-processed as required. Please see the separate help document that explains how to use this feature here.