Working Methods We do not generally inform the places we visit about the dates of the scheduled visit. Normally, the institution is notified that a visit will take place within a period of two to twelve months. This enables us to gather information from several sources before the visit. Key sources in this phase include documents from the place to be visited, the supervisory authorities, official authorities and other relevant bodies. We also inform our Advisory Committee and request information from mem­ bers of the committee if relevant. The Ombudsman has the right to access all necessary information that is relevant to the conditions of people deprived of their liberty. This can include administrative ­decisions, patient and other relevant records, statistics and internal documents on operations. In some cases, our visits are completely unan­ nounced. These are visits to places where the advantage of arriving unannounced is assumed to be greater than the advantage of being able to collect information ahead of the visit. In other cases, there are circumstances that indicate we should give advance notice. In the autumn of 2020, we chose to notify the places of the date we intended to visit, one to two weeks in advance. The reason was the strain the ongoing pandemic put on the staffing situation at the places we visited. There was a need for adaption to enable us to carry out the visits in a safe manner with infection control measures in mind. Another important reason was that that these visits were to places for persons with cognitive challenges (dementia and intellectual disabilities) who might need to be prepared for our visit in order to feel safe talking to us. This method will be evaluated after the initial visits to care homes and housing facilities for persons with intellectual disabilities. 13 Interviews with people deprived of their liberty During the NPM’s visits, the conditions at the institution are examined through own observations, interviews and a review of documentation. We take photographs to document physical conditions, information posters and equipment. The NPM’s priority is always to conduct private in�� terviews with the persons who have been deprived of their liberty. These interviews are a particularly important source of information, as the persons deprived of their liberty have first-hand knowledge of the conditions in the place in question. They are in a particularly vulnerable situation and have a special right to protection. Interpreters and other necessary adjustments are used as required. Inter­ views are also conducted with the staff, manage­ ment, health service and other relevant parties. In 2020 we have developed new methods that involve systematic collection of information from the next of kin of those who have been deprived of their liberty. In some cases, those who have been deprived of their liberty will not be able to provide us with information about their situation. In such situations, family members and guardians can be important additional sources of information about the conditions at the place in question. In our experience thus far, systematic contact with families and guardians provides extensive and valuable information. All findings are published When the visit is concluded, a report is written to descibe any uncovered risk factors. In this phase, further documentation is frequently obtained to supplement sources already consulted. This often includes routines and procedures, local guidelines, administrative decisions on the use of coercion, logs, plans and health documentation.