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Question About Daily Reports

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CAsecurity

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Question About Daily Reports

Post by CAsecurity on Sat Apr 05, 2014 3:01 pm

Hi, I have a few concerns at my security job at the moment, which I am relatively new to. Hopefully there are more experienced people on here that can answer some of my questions.

To start things off, I work as a concierge at a condo. The company I work for tell us to type up our daily reports on the computer, instead of having them hand written - this is my first concern. If someone wanted to alter the documents, they would be able to do so easily. As these are used as legal documents in the event of anything happening, I find this concerning.

My second concern is with the management staff at the condo, not the security management. The property managers of the condo have access to our daily reports as we are told to email our reports to them everyday. In my view and what I was taught, daily reports should be treated as confidential information. I understand that most of the other places my friends work at, the security supervisors have access to them and read them on a daily basis, but none of them have the property managers reading them.

Any feedback and discussion greatly welcomed. As my English is not the best, don't hesitate to ask questions or for me to rephrase if I am unclear on some parts. Thank you for your time in reading this and responding if you do.
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StevenWS

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Re: Question About Daily Reports

Post by StevenWS on Mon Apr 07, 2014 8:30 pm

Hello Ca,

For your question:

The company I work for tell us to type up our daily reports on the computer, instead of having them hand written

They should be kept confidential and are one way of recording shift activity, but I would also make personal notes in your notebook on anything important so as to use in court. 

The client does have a right to view your reports as they are paying for the service.


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Tyko

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Re: Question About Daily Reports

Post by Tyko on Tue Apr 22, 2014 2:22 pm

I would say the best way is to keep two sets of notes. I will generally use my notepad for most of the shift, and when I get get a chance transfer the information to the electronic report. That covers your end of things, and will also keep management happy.
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Admin
Admin

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Re: Question About Daily Reports

Post by Admin on Tue Apr 22, 2014 3:14 pm

Tyko wrote:I would say the best way is to keep two sets of notes. I will generally use my notepad for most of the shift, and when I get get a chance transfer the information to the electronic report. That covers your end of things, and will also keep management happy.
 
I agree with Tyko that is a great way to cover it.


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JohnC

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Re: Question About Daily Reports

Post by JohnC on Sun Jul 06, 2014 5:52 pm

Always take notes each day you work. The client needs to know what happens on the shifts so they need to see the reports.
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Nightwatchman

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Re: Question About Daily Reports

Post by Nightwatchman on Fri Oct 09, 2015 10:06 am

I like the posts here. Yes, the client pays for the report, I have a notebook as well as a `patrol time sheet' for time and comments, I have my own logbook, to make any personal observations. My boss undoubtedly will provide a copy of guards time-sheets to the client, upon request, or on a regular basis. I give a verbal report to the site super at the end of my shift.. I am confident here, no worries, the extraordinary incidents, I can commit to memory as well as making entries in my log book.


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Brian Davis

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Re: Question About Daily Reports

Post by Brian Davis on Thu Oct 22, 2015 8:36 pm

Tyko is right and you are right in keeping a notebook and completing the daily shift report.  There is one thing I would add though; Both your notepad and the shift report are legal documents and need to be treated as such.

When working a security shift, I have always followed the established industry standard.  I carry a proper evidence notepad and record all information that may be useful in that.  Then throughout or at the end of the shift I use my notes to complete a shift report for the client.  In many cases the report is the only tangible thing the customer get to hold in his or her hand as a result of the money they are paying for security services.

The notepad I use is an evidence notepad with page numbers and additional information that may be useful like the charter of rights and use of force framework.  At the beginning of the shift I write the date, the site location where I am working, the time on duty, and the current weather as that can play a factor in interpreting what's written if ever used in court.  I buy mine directly from Triform at: http://www.triform.com/law-enforcement/evidence-notebook/3-and-half-by-5/
They are reasonably priced and you can get them specific to your region of Canada.

As far as the report being altered, it should be saved as a PDF so that it cannot be tampered with.  But as long as you take thorough notes in your notepad and treat it like the legal document it is, you will be fine. 

I hope that helps.

Stay Safe


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Brian Davis

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Re: Question About Daily Reports

Post by Brian Davis on Thu Oct 22, 2015 9:11 pm

Not sure if this will be useful, but here is an example of the notes I take in my notebook.
 


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Effective Security is a Grind, Not a Fluke!

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