PART II 8 REPORTING It may also be useful to store material according to its thematic subject matter, such as the type of human rights violation alleged. If such a system is used, however, it is important either to keep multiple copies of documents, so one is also included in each relevant individual file, or to develop a good system of cross-referencing, so that important documents of a general nature are not overlooked when perusing a file of an individual case. Filing by subject matter has the following advantages:  All major documents on a particular subject are easily retrieved at once in the same location in the collection; this can simplify reporting or work on a particular issue;  Keeping documents on the same subject together also helps the mission discern any emerging patterns with regard to a particular type of human rights issue;  Some documents will be relevant to a number of individual cases, so it can be more convenient to include a cross reference in each individual file to a central file, rather than keeping copies in each individual file;  Keeping thematic files can help eliminate an intermediary process of searching for documents in a catalogue or a database of individual cases. If filing by subject matter, it is necessary to use standardized terminology, i.e., a limited set of terms to define an event or the contents of a document. To illustrate, the terms “capital punishment” and “death penalty” mean the same thing, so it is useful to use only one of them as a term for filing purposes. Otherwise, there could be problems not only in document retrieval but also in the generation of statistics. 8.3 SECURITY Reports and files of individual complaints must be stored in a safe and secure manner. This is important for protecting not only the files but also the safety and privacy of victims and witnesses. Files should therefore be kept in locked premises and locked filing cabinets. Computer files should always require passwords to enter. It is also recommended that computerized files be systematically copied and stored in an even more secure location, such as a fireproof vault. It should be ensured that visitors who come to an OSCE office to report human rights violations are not registered by anyone but the relevant OSCE staff member. This may at times be difficult. The visitors may well be more aware of security risks than international OSCE staff. 78