Part I: Basis for an effective follow-up 4.1 Drafting quality reports as a basis for follow-up action Reporting is seen as an essential component of each NPM’s monitoring function, the basis for constructive dialogue with the relevant authorities and a key tool for any follow-up process. The way reports and specifically recommendations are written will be instrumental for the success of the follow-up process. Thus it is helpful to reiterate some general principles that should inform any quality NPM reporting and highlight the relevance for follow-up action.64 Chapter 4.1 will focus on the drafting of reports as a basis for effective follow-up, while the publication of reports will be discussed in Part II, Chapter 3. Reporting in general has several functions. A report serves to inform all relevant actors about the institution’s activities and provides an overview of the key challenges faced in a particular field (‘public scrutiny function’, ‘information exchange function’). Reporting can also fulfil other additional functions, such as identifying what strategic policies should be adopted in order to address the root causes of a certain problem (‘policy formulation function’) and evaluating the implementation of previous recommendations (‘evaluation function’).65 Furthermore, the publication of quality reports may play a key role in increasing the institution’s visibility, credibility, and authority, which can again be beneficial when holding a dialogue with authorities on the implementation of recommendations. It was considered by many NPMs we spoke to that reports should be accurate and precise. This requires that all information on which a report is based should be accurately verified and precisely described. They should also respect the principle of impartiality. Although drafting a report which is accurate and precise can be time consuming, many considered that it was important that reports should still be issued promptly. Furthermore, reports should also be action-oriented, as their very mandate is to set forth recommendations to be implemented by and to establish a dialogue with the relevant authorities. In order to maintain a fruitful dialogue with the authorities, reports should take a cooperative and constructive approach, in full respect of the role of the authorities as well as the mandate of the institution. They should also safeguard the principle of sensitivity of data. Equally important is the establishment of an information management system to organise the documents and information gathered and facilitate the drafting process.66 In the context of the NPMs’ work, the reporting function is typically exercised through three types of reports: annual, visit, and thematic or other analytical reports. 4.1.1 Annual Reports NPM annual reports can be considered to be an essential tool for transparency, accountability and raising awareness of the work of the NPM. They can help to publicise and disseminate information on recommendations and their implementation, as well as providing analysis on findings and specific thematic issues. Moreover they can be used as part of the tools for dialogue with the authorities and may contribute to the process of evaluating implementation and informing any policy reform. On general principles of human rights reporting see OHCHR ‘Training Manual on Human Rights Monitoring, Professional Training Series No. 7’ (2001) [OHCHR ‘Professional Training Series No. 7’ (2001)]; OHCHR, UN Institute for Training and Research (UNITAR), UN Staff College Project ‘Manual on Human Rights Reporting: Under six major international human rights instruments’ (1997) [hereinafter: OHCHR, UNITAR, UN Staff College Project ‘Manual on Human Rights Reporting’ (1997)]. 65 See P. Alston, ‘The Purposes of Reporting’ in OHCHR, UNITAR, UN Staff College Project ‘Manual on Human Rights Reporting’ (1997) 19. 66 Laurie S. Wiseberg, ‘Human rights information and documentation’, in OHCHR, UNITAR, UN Staff College Project ‘Manual on Human Rights Reporting’ (1997) 55. 64 - 31 -