All this needs to be verified by someone prior to the visit of the researcher. This verification is a separate task from the planning of the visit and is often neglected.
Getting Written Authorisation First
You can’t rely on a verbal agreement. The data collection company needs written confirmation from the site’s manager, which could be the store manager or landlord or facilities manager at the head office of the landlord. This is not necessarily the contact you have been dealing with at the head office of the main business.
Checking What Kind of Land It Is
The pavement outside a shop is likely to be public land; a retailer’s forecourt may be private; a store on a lease within a shopping centre will have different rules again. It’s not just a matter of the main permission having been granted for the researcher’s visit – a further permission may be required for a private site.
Running a Site-Specific Risk Assessment
All locations will have their own unique factors to consider. This can include loading bays, narrow corridors, strict store security processes and areas which are restricted to certain people. A proper risk assessment will highlight all of these points and be shared with the client as a RAMS (risk assessment and method statement) prior to the visit date.
Giving Staff Visible Proof of Authorisation
Field researchers must carry identification badges, and where applicable, confirmation of their vetting status (e.g. DBS check). It is reasonable for a manager or security person to ask for ID and the reason for access to a site. Researchers must be able to provide proof of their identity and the fact that they have been authorized to access the site.
Setting Up a Check-In System
Lone workers need to be able to check in safely at the start of their visit and report completion of the visit at end. A simple check-in call or the logging of their completion of the visit on an app is required.
Logging Proof the Visit Happened With Permission
A simple photo taken with a timestamp of the signature in a sign in book or an email sent and received with a timestamp would serve as proof that access had been granted and used correctly. If you want a Data Collection Company, https://shepper.com/ is a good place to start.
Access may not be the most glamorous aspect of a field visit but it is crucial to ensuring that the rest of the visit is carried out safely and effectively.