How to report a security incident
When security guards are deployed to a site, they must properly log a security incident report when an issue occurs. Ensuring reports are detailed and accurate is critical to the response and management of incidents when they occur.
Every site will have a incident report protocol. Personnel must follow the protocol. Incident reports should be clear and concise. The reports should not include unnecessary information.
Report Method
The first step is determining the appropriate method for communication. Every organization is unique. Therefore it needs a standard communication method that works meets their needs. Here are a few of the popular methods (not limited to):
- Verbal
- Radio
- Handwritten
- Phone Call
- SMS
- Digital (digital reports, smart phone apps, email etc.)
There are several methods that can be used in combination. For example, security guards may use radios to report an immediate incident, handwrite on a log and then send an email out to management etc.
Methods are critical for efficiency. Poor methods will degrade communication. Above all, this will damage the organization over time.
Records
After organizations select appropriate reporting. methods, they should have proper documentation. The documentation has several key components. Organizations must store documents properly for long term.
Storage must have long term protection against natural disasters. this is true for digital or physical storage. Backup storage areas should be separate from the main site.
Information to Report
Reports must contain pertinent information. In addition, it must be clear and concise. Avoid reporting unnecessary details. Below are some example questions of the pertinent information that should be collected.
The five W’s are basic information gathering components. These components are used in journalism, research and police. A report is only complete when each component has an answer. However, personnel may not know all information. Each answer should be factual. Personnel should not opinions.
What
What kind of incident occurred? Was is it a fire? Suspicious person on the site? A fight breaks out between employees? Etc. in addition
Who
Who is involved? Were there any victims or injuries to personnel? Were there any attackers or threats? Was there a witness? Etc.
When
When did the incident occur? What time did the people involved leave/arrive? The witness arrived at what time? When was the item stolen? When did you walk to that building? Etc.
Where
Where did the incident take place? The attacker went? Where were the employees who worked there? Etc. so
Why
Why did the incident occur? Did an attacker exploit any vulnerabilities? Why did the attacker commit the activity? Why was the victim there? What reason did the security personnel respond that way? Etc. so
Conclusion
In conclusion, reports must have factual information. They should have all the components to be a complete report. Above all, the information should be as complete as possible to be effective.
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