Reporting is one of the standard functions of OSCE field operations. The Secretariat has issued general guidance on reporting, which is available to all OSCE field personnel and should be followed. Field operations report to the OSCE Chairman-in-Office and the Secretariat. The extent to which reports deal with human rights issues depends on the mission’s mandate and staffing pattern, as well as the circumstances in the country. When reports include human rights information, including on individual complaints, they should be copied to the ODIHR and, as appropriate, to the High Commissioner on National Minorities and the Representative on Freedom of the Media. The Head of Mission normally clears all such reports Field operations have a number of options for reporting, including their regular periodic reports, spot reports, confidential reports, and appearances by the Head of Mission before the Permanent Council. Large missions will also have an internal reporting system, with field offices reporting to the mission’s headquarters. OSCE staff members drafting reports should be aware of who will be reading the report and whom it is intended to inform; this will influence the amount of detail and the level of confidentiality of the report. 8 OSCE bureaucratic structures are not designed to absorb large amounts of detailed reporting. In general, reports to headquarters and institutions should be as brief and concise as possible. They should highlight the key issues and developments, put them into context, and offer any assessment or recommendation by the mission. If a particular issue or individual complaint is especially grave or significant, it may merit a more detailed report. Alternately, the Chairman-in-Office, the Secretariat, or an institution may request that the mission provide more information on a case, either immediately or later, for example, in the context of an upcoming visit to the country by a senior OSCE official. For this reason, it is important for field operations to develop a good reporting and record-keeping system on complaints of human rights violations, even if not all the information is reported to OSCE headquarters. Ultimately, a sound report is what provides the basis for any follow-up action by the OSCE on human rights violations. 75