4.5. ACCESS TO DOCUMENTATION Access to documentation is conducted by members of the subgroups for specific areas (e.g. subgroup for general and legal affairs and security, subgroup for treatment, subgroup for health care...). Copies of particularly important documentations are made, by choice, regardless of degree of their confidentiality. Documentation that cannot be copied on the spot will be asked to be subsequently delivered. 4.6. INTERVIEW WITH PERSONS DEPRIVED OF LIBERTY Interviews planned before the visit to the institution are conducted (usually with persons who submitted complaints or whose rights are violated according to the existing information), with persons who asked for interview, as well as with other persons chosen by the system of random sampling (randomly chosen). It is recommended that the interview with persons deprived of liberty takes place in the premises where these persons are held (visit them) and not in a special room assigned for this purpose by the management of institution (where they would be brought). The interview with a person deprived of liberty is, as a rule, attended by two members of the visiting group, whereby the one who conducts the interview does not record anything (maintains eye contact all the time in order to develop trust), while the other member is in charge of recording. In the course of interview with the staff one should demonstrate professionalism, present the PM, purpose of the interview and persons who conduct interview; one should not deal with circumstances that are outside one’s competence, should respect the integrity of interlocutor, avoid any familiarity, point out the confidentiality and the possibility to refuse to talk, show empathy for the suffering that the interlocutor refers to, not create unrealistic expectations for the interlocutor, take care of safety of the source of information, not take photos of the person without his/her consent, ask clear and precise questions, state reliable, clear, precise and comparative facts etc. In the course of interview one should use the questionnaire but allow the interviewed person to go beyond the scope of asked questions. 4.7. VERIFYING OBTAINED INFORMATION THROUGH SEVERAL DIFFERENT SOURCES Obtained contradictory information is checked by the means of different sources (conduct control interviews with other persons, additional check-up observation, additional review of records and documentation etc.) (In case the credibility of the obtained information is beyond doubt it is possible to exclude this phase) 4.8. SHORT MEETING OF GROUP MEMBERS Short meeting of all visiting group teams takes place. First impressions of the subgroups for specific areas are exchanged; main problems in the institution are indicated. Agreement on the short summary of the situation in institution that will be submitted to the management of institution is made. Additional questions that the management of institution will be asked are settled. Additional documentation that will be required from the management is identified. (The visiting group leader can decide to exclude this phase) 4.9. FINAL INTERVIEW WITH THE MANAGEMENT OF INSTITUTION The interview is attended by all members of the visiting group. On behalf of the visiting group, its leader conducts the interview. The visiting group leader first informs the manager of institution about the short summary – impression about the situation in institution. The visiting group leader compliments on what is good, points out the serious omissions related to the position of persons deprived of liberty in the institution. According to the agreement, certain members of the visiting group, especially representatives of subgroups for specific areas, can directly point out to the management of the institution some of their specific observations. After that, the visiting group leader can ask from the manager additional information, clarification and supplementary documentation. Finally, the visiting group leader announces and explains further steps (sending of letter, report). (The visiting group leader can decide to exclude this phase)