91 CHAPTER 11 Internal Reporting Systems Internal reporting is the way in which monitors provide information and analysis to supervisors, primarily through case reports prepared following their observation of individual hearings or cases. An effective case-reporting system must address the content and structure of case reports, so that reporting consistently provides information and analysis in line with the focus of the programme. This chapter is structured to help managers create an effective case-reporting system to meet the needs of a particular programme. Topics covered include characteristics of case reports, the basic components of a case report, types of case reporting systems, strategies to simplify and systematize case reporting, and types of internal reporting other than case reports. 11.1 Characteristics of case reports As a trial-monitoring programme’s primary sources of information, case reports must be factually accurate and provide clear legal analysis. All programmes, whether large or small, are faced with the challenge of compiling and synthesizing reports drafted by individuals with different legal skills, experience and perspectives. Large-scale programmes seeking to draw systemic conclusions about the functioning of the justice system may generate reports covering hundreds of different cases, involving unique procedural histories and a broad range of issues, and which develop progressively over time. As a result of these challenges, programmes should develop a standard reporting format to manage internal reporting. In developing a reporting format, managers should keep three basic elements in mind: accuracy, consistency and standardization. ÀÀ Accuracy The credibility of an entire programme may hinge the accuracy of the information contained in public reports. The accuracy of reports released to the public requires that their building blocks – case reports – be accurate, clearly presented and supported by observations made during the legal process, from extracts from court documents or from other reliable sources. Accuracy with respect to legal analysis requires that conclusions be clearly stated, as well as supported by reference to the relevant legal provisions, jurisprudence or other sources. If a monitor obtains information from secondary sources, such as interviews, then case reports must reflect this, in order to ensure that due caution is exercised regarding the use of such information for public reports or other external activities.139 ÀÀ Consistency To help ensure consistency, monitors should report on a uniform set of issues (issue coverage) and use an identical legal framework for analysis. To achieve consistency in issue coverage, the focus of reporting must be well defined and reporting must target these issues. To achieve a consistent framework for analysis, monitors must understand and apply uniform legal standards. Additional issues or legal standards may also be included when they relate to a particular matter that arises in a case, as these can enrich the programme’s analysis. However, monitors should not fail to report 139  Also see Chapter 10.2 “Problem verification”.