Documentation and Recording

Documentation and recording are very critical for experts in security. For contract security teams, the daily activity report is often the forefront of client communication. Successful companies understand the importance of well written documentation. It shows your expertise and proves your activities conducted.

Each client requires specialized logs such as storage and delivery logs, visitor logs, correspondence and package tracking logs, shift logs and so on. All activity should be recorded into its respective log. If such matter is beyond the specialized books, it must be recorded into the Shift Journal

Here is a list of items that are paramount when considering daily activity logs:

1) Accurate Arrival and Departure Times

No…not the time the shift was supposed to start. The time the shift actually started. And the same goes for the end of the shift. Allowing the security guard to round off start and end times is starting off on the wrong foot.

Use time keeping or guard management software with a time clock function to accurately log the time on & off site. Most solutions even use geo-fencing around the property to prevent the officer from clocking-in or reporting unless they’re on the property.

Security Guard filling out documentation

2) Shift Change Information

End of shift briefs are important for the incoming shift. Any orders relevant to the client, security guards need to provide documentation for the information so it is available to everyone.

Now, not every site will have a shift change. But most security site orders will have duties that apply specifically to the beginning of a shift. If that’s the case, note it in the security documentation. This lets your client know that the officer is on site, ready, and prepared to work.

3) All Routine Preventative Measures

Activity reports should detail preventative measures taken to decrease the unwanted activity from occurring on the facility. Highly detailed reports need to be provided. Without that detail the Client cannot really get a good picture of what is truly occurring on the facility.

4) Exceptions to the Norm

This is a big one. Many security guards don’t think about the issues that occur that are not usually considered a security threat. These issues seem simple on the surface but when not appropriately managed can have huge affects on an organization and a Client will look to security guards as the culprit. Here is a list of issues including, but not limited to:

• Safety hazards
• Maintenance issues
• Unexpected visitors likewise 
• Doors found unlocked that were supposed to be locked in conclusion 
• Positive or negative contacts with anyone on property because 
• Security risks or concerns so
• Any vendors on-site (janitorial, street sweepers, construction, etc.) after that 

Security should be the eyes and ears for the Client. They shouldn’t be hearing about incidents or unusual occurrences from someone else on the Site. To avoid that Security Guards need to be reporting anything out of the ordinary in the documentation.

5) Proof of Value

Let’s face the facts. Security is a cost centered around the idea of being a “necessary evil”. Businesses would much rather spend their additional budget on something else than paying for security guards, or CCTV cameras, access control systems etc. although 

Here are a few entries that can go a long way: however

“Security Guard conducted vehicle assist for a visitor in the East parking lot. Security Guard helped provide charging battery to start the vehicle. Visitor was appreciative of help.” so

“Security Guard conducted lighting inspection of the property and noted 4-5 dull or non-working bulbs. Notified maintenance of the bulbs and they placed an order for new ones.” because 

The Client will see that extra work that security guards don’t need to do and that will bring an added sense of care to the work done on the Site. This kind of additional service aspect can be added into the documentation for reading. This is essential to show proof of value in the work done on the Site. meanwhile 

In conclusion, PMV Security Group can provide comprehensive support for all types of security services. Above all, we make every attempt to provide the best quality service possible. after that 

If you would like to learn more about the security services we offer check out our main page. so

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