Chapter 4: Completing and Storing Security Records

This section details the proper procedures for documenting security incidents, from the officer’s notebook to electronic storage, emphasizing accuracy and security.

4.1 Documenting Incidents in the Security Notebook

The security notebook is a crucial and most important tool for a security officer, used daily to record events. It should always be with you while in uniform to record everyday events, incident details, and shift details.

Guidelines for recording incident details:

  • Write down the exact circumstances of the incident or observation.
  • Be concise—get to the point and don’t use more words than necessary.
  • Include only facts, not assumptions about what happened.
  • Complete every entry in the same format.
  • Don’t leave out any of the required information.

Notebook entry methods should cover:

  • Date and Time.
  • What happened.
  • What was done about it.
  • What was the outcome.

Ensuring the notebook is organised chronologically and neatly without being manipulated is critical.

4.2 Completing the Security Incident Form

The security incident form is used to capture the specifics of an incident, most commonly a security breach, to aid in the organisation of information and ensure property safety.

Forms must be completed using clear, concise language and factual accuracy.

Required details for the security incident form include:

  • What occurred.
  • When and where it occurred.
  • Those involved.
  • What they did.
  • What happened.

4.3 Using Information Technology (IT)

Security information should be entered, saved, retrieved, and exported using IT in a manner that complies with organisational standards of style, format, and accuracy.

  • Physical security software helps businesses manage the safe operation of their facilities and equipment.
  • This software’s access control and incident/investigation management features help avoid mishaps, assaults, and theft.

Examples of information technology that can be used include:

  • System for Information Management in Security (SIMS).
  • Electronic Forms.
  • Databases.
  • Cloud storage.

4.4 Secure Storage

Information must be stored securely in accordance with standard operating procedures. A security officer’s notebook can be stored in two ways: physically or digitally.

Strategies to store information securely:

  • Every physical security document needs a password-encrypted electronic backup that is securely stored.
  • Authorised personnel should receive photocopies or electronic copies only as needed.
  • Restrict access to documents.
  • Implement a confidentiality policy.
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