The Private Security and Investigative

Services Act (PSISA)

- Record Keeping and Reporting
Presented by
Continuous Training Solutions
Record Keeping and Reporting
 Record Keeping & Reporting
• Looking back

– We learned that one of the basic duties of SG’s is to “observe and report”

– SG’s must report both; routine and non-routine incidents

 Record Keeping & Reporting
• A notebook (or memo book)

– This is intended to serve as a chronological record of a SG’s activities

while on duty
 Record Keeping & Reporting
• An Occurrence Report (Incident Report)

– This is intended to create a record of all circumstances of particular

incident or event in which the SG was involved in
 Record Keeping & Reporting
• Shift log/ Occurrence log

– This is intended to record summary information on all significant events

that occur at site/over the course of the SG’s shift
 Specialized Logs
• Specialized Logs are used on different sites to record information
about particular types of activities
 Specialized Logs
• Lost and Found Log

– This is intended to record lost and found items that are turned in to
security

– They often include the following information:

• Date (the item was found/turned in to SG)
• Description of the item (i.e. Iphone5S with cloud background)
• Name of person who claimed the item and their phone number
• Name of the person who released the item, the date it was released and the
time
 Specialized Logs
• First Aid Reports
– This is intended to record every incident where first aid was administered

– They often include the following information:

• Date (the incident occurred)
• Description of what happened
• Description of injuries/ first aid treatment received
• Name of person involved and their phone number
• Name of SG who administered first aid
• If EMS called include info such as time EMS was contacted, time they arrived,
name/badge of EMS or ambulance nr, findings, was the individual taken to
hospital etc..
 Specialized Logs
• Contractor Logs
– This is intended to record comings and goings of contractors working in a
building/ site

– They often include the following information:

• Date
• Name of contract company/ contractor
• Keys/ key cards issued
• Location (i.e. floor, unit etc) they worked
• Any access provided to them
 Specialized Logs
• Vehicle Logs

– This is intended to record comings and goings of vehicles through

particular checkpoint/gatehouse staffed by security

– They often include the following information:

• Date
• Make/model of vehicle
• License plate #
• Colour of vehicle
 Purposes of Record Keeping
• Written records of SG’s can be extremely important and serve the
following purposes:

– They prove as accurate records of events and provide permanent records

therefore allowing details of events to be recalled weeks, months, or
years after occurrence of event

– They communicate details of events to individuals (such as employers,

clients, other professionals) who may need to know the occurrences on
site

– They may assist internal and external investigators, police, and others in
the investigation of various events within the SG’s property

– They can protect security guards and their employers from legal liability
by providing accurate records of actions taken by SG’s.
 Purposes of Record Keeping
• Records and reports created by SG’s can be read by wide range of
people- never assume contents will be confidential as they belong to
the client (who may share them with whomever they chose to do so)
The Private Security and Investigative
Services Act (PSISA)
- Notebooks
Presented by
Continuous Training Solutions
Notebooks
 Importance of Notebook
• In Section 4.1, we learned that a notebook or memo book is

– intended to serve as a chronological record of a SG’s activities while on

duty

– Represents the SG’s findings, observations made and actions taken

during each shift period

– Security guards are expected to carry their notebook (memo book) at all
times while on duty (this allows security guards to record events/related
information at the time that they occur)

– Security guards are expected to update their notebook every 20 minutes

or as an event occurs
 Purpose of Notebook
• AIDE-MEMOIRE

– Appropriate notebook entries provide an essential written reference for

later consultation (i.e. court appearance 3 years after the fact)

• Official Document

– Notebook entries become an official document in any court case arising

out of a security incident and may be examined by lawyers, judges and
jury

• Legal Research Reference

– Crown attorneys and defence lawyers may request to access your

notebook for preparation of their cases
 Purpose of Notebook
• Grounds for Action

– Notebook entries can serve as support for SG’s decisions;

– Can be used as proof of a SG’s whereabouts and his/her observations

(written notes are generally considered more reliable than memory
alone);

– It can protect guards against allegations of wrongdoings and make them

accountable for their actions
 Purpose of Notebook
• Performance Measurement and Employment Record

– Employers can measure a security guards work performance,

competency, efficiency and character based off notebook entries

– The way in which notes are kept and written can lead to
recommendations for promotion and specialized duties
 Purpose of Notebook
• The notebook (memobook) is the property of the security company; it
may be inspected at any time by supervisors or management

• Notebooks are to be returned to the company when they are full or

upon termination of employment
The Private Security and Investigative
Services Act (PSISA)
- Effective Note Taking
Presented by
Continuous Training Solutions
Effective Note Taking
 Effective Note Taking
• Looking back:

– In section 4.1 and 4.2 we discussed the importance of notebooks and the
intention it serves BUT there are several “general rules” to follow for
taking notes
 Effective Note Taking
• Security guards should be aware of the following guidelines:

– Opening entry should always include:

– Date/time/location/name of partner (if applicable)/weather conditions

– Keep notebook on you at all times (no exceptions)

– Do not allow anyone else (including other SG’s) to make notes in your
notebook

– Be consistent in making notebook entries during every single shift you

work

– SG’s can only use one (1) notebook at a time (you cannot use more than
one)

– Day, date and time should always be recorded in the left-hand margin of
each notebook page and must be recorded using the 24-hour clock
 Effective Note Taking
• Security guards should be aware of the following guidelines:

– Entries should be made at the time things happen or as soon as possible

after (make sure it is in chronological order)

– Notebook entries must be in chronological order; events should be

recorded in order that they happen

– Entries must be in SG’s own handwriting

– Must make an entry every 20 minutes or when an incident occurs

– All notes must be made in black ink;

– Blue and red ink is unacceptable
 Effective Note Taking
• Security guards should be aware of the following guidelines:

– Notes are usually in point form (instead of full sentences) and often
contain common abbreviations

– Handwriting must be legible and the notes must be understandable to

others

– Notes should be written on all lines and both sides of each page

– Notes should be signed on each page with any corrections initialled*

• * Corrections  you may correct by crossing out the whole word(s)

with a single line (and initial on top of it); NEVER with whiteout,
correction tape, or any other form of corrections
 Effective Note Taking
• Security guards should be aware of the following guidelines:

– Content of notes should be limited to facts and should not include

subjective comments, opinions or speculations

– Notebooks should never be used to record personal matters or for any

other purpose aside from work (I.E.- do not write your grocery list at the
back of the memo book; remember- many individuals have access to your
notebook)

– Notebooks are only useful if it is accurate; it should be a first hand

account of everything that happened, written by the SG at the time the
events occurred (or immediately thereafter) and is not to be altered,
added to, or edited by anyone (including guard the notebook belongs to)
after original entries were made
 Effective Note Taking
• In the event that a SG is called to testify in court, the court will require
that there be no signs of tampering with notebook after original
notes were made. In order to prevent the SG’s notebook from being
thrown out of evidence, the following “General Rules” apply:

• Notes should always be made in pen (black ink only)

• Notes should be written once (at the time of the event) and then left
unchanged

• Guards are prohibited from making rough set of notes and then
making good copy later
 Effective Note Taking
• The following “General Rules” apply:

• Notes should be made on every line of every page; NO LINES OR

PAGES SHOULD BE LEFT BLANK

• Pages should never be torn out of a notebook

• When making a correction in notebook guards should

– Draw a single, straight, horizontal line through the appropriate

words, add new words as necessary, then initial in the change
that was made
 Effective Note Taking
• The following “General Rules” apply:

• Notes should be in the guards possession at all times and no other

person should have access to it;

– Exception  unless required to turn them over to employer

(remember…our notebooks belong to our employers and not us)
 Effective Note Taking
Common acronyms used by security guards:
The Private Security and Investigative
Services Act (PSISA)
- Incident/Occurrence Reports
Presented by
Continuous Training Solutions
Incident/Occurrence Reports
 Incident Reports
• An incident report is a form of report that is filled out in order to
record details of an unusual event

• Incident reports are usually the most common type of reports that
SG’s write
 Incident Reports
• There are two (2) primary purposes to incident reports

– (1) To inform management (client) that something significant (or unusual)

has taken place on their property

– (2) To create a permanent written record of the incident, the SG’s role in
the incident, and if any follow up is required by management
 Incident Reports
• Looking back:

– In the previous sections, we discussed notebooks;

– In the notebook (which the SG must carry on him/her at all times) is the
first place where the information regarding the incident will be

– There are several differences between the notebook and an incident

report
 Incident Reports
Notebooks
• Intended to serve as
chronological record of SG
activities while on duty
• Stays in physical possession of SG
or SG’s employer
When multiple guards are involved:
• Each guard is responsible for
his/her own notebook notes
Incident Reports
• Intended to be read by others
(specifically clients)
• Becomes part of the records kept
by the employer
• One guard is responsible for
preparing the report (with input
from other guards), but all
guards must sign the report
 Incident Reports
• Incident Reports should be prepared under the following
circumstances:

– An incident occurs and/or someone is seriously injured

– When a SG performs First-Aid or CPR

– If a fire or any other emergencies occur

– A building or property is evacuated for any reason

– Police, Fire, Ambulance or any other emergency services are called to the
property

– A criminal offence is committed or found to have been committed on

property
 Incident Reports
• Incident Reports should be prepared under the following
circumstances:

– A SG is involved in any encounter that involves or resulted in the use of

application of any force, handcuffs or batons

– SG is involved in a incident where a member of the public indicated a

intention to file a complaint against SG

– A trespasser is removed from property

– SG makes an arrest

– SG comes into possession of any criminal evidence

– Drugs or firearm found on site

 Incident Reports
• Incident Reports should be prepared under the following
circumstances:

– Equipment malfunctions

– Any incident a SG thinks may be a hazard

– Floods, lightning strikes, and other weather events

The Private Security and Investigative
Services Act (PSISA)
- Mechanics of Report Writing
Presented by
Continuous Training Solutions
Mechanics of Report Writing
 Mechanics of Report Writing
• There are at least four (4) ways of writing incident reports:

– (1) Using a blank piece of paper and writing the entire report by hand
• It is very rare for SG’s to use this method and it is usually used as a
last resort if none of the other three (3) methods are available
 Mechanics of Report Writing
• There are at least four (4) ways of writing incident reports:

– (2) Using a printed report sheet and filling in the blank spaces by hand
• Most security companies will drop off incident reports to each of their
site(s). Security guards will have access to them and are expected to
use the company-issued reports to fill out the necessary information
that is required
 Mechanics of Report Writing
• There are at least four (4) ways of writing incident reports:

– (3) Using a document template report form and typing in the blank spaces
and either printing the completed reports, or e-mailing the complete
report to all required parties

• At some sites, SG’s have access to a computer and they are expected
to use the computer and complete the reports using the templates
that are provided
 Mechanics of Report Writing
• There are at least four (4) ways of writing incident reports:

– (4) Using report writing software programs

• This method also allows security guards to complete their reports online.
Such software programs are usually programmed in a way that as soon as the
SG is finished his/her report, it is immediately sent to management without
any further work from SG’s.
 Mechanics of Report Writing
• Incident reports typically consist of two (2) parts:

– (1) At the beginning of most reports, spaces are provided for the most
minimum/basic information that is required out of any report;

• This allows the writer to use a fill-in-the-blanks approach

• The second part of the report is a narrative-based style:

– The security guard must, in chronological order, give an account of the

events from start to finish

– While the SG may (should) use his/her notebook notes it is important to

note that incident reports must be written using full sentences and
paragraphs (unlike in a notebook where a SG is permitted to use short
forms and not required to write full sentences)
 Mechanics of Report Writing
• The second part of the report is a narrative-based style:

– It is during the narrative stage of the report, that SG’s must learn to
organize information in order to prioritize and express themselves in a
complete and organized way

• Security guards should answer the following questions in their report:

• Who? – who made the complaint; who is the victim; who is the
suspect; who is the property owner ..etc

• What? – What happened; what actions were taken; what did the s/g
do about the incident…etc

• Where? – Where did it happen; where is the damage/evidence; where

is the suspect…etc
 Mechanics of Report Writing
• When? – When was security notified; when did security arrive; when
did emergency services arrive, etc

• Why? – Why did it happen (make no assumptions- if you are not aware
of why it happened, leave this part blank)

• How? – How did security find out about the incident; how did the
incident happen; how did the incident end…etc
 5 Steps to Report Writing
• (1) Information Gathering

– Guard should collect all information necessary to write the report

– Review own notebook notes

– Ask questions about what happened- make sure you have answered the 5W’s
 5 Steps to Report Writing
• (2) Planning

– Always plan what the report will say

– Confirm all required information is obtained

– Identify any missing information and attempt to obtain it if possible

 5 Steps to Report Writing
• (3) First Draft

– Write a rough draft of report so changes and corrections can be made if necessary

– This is not the same as a notebook; if you make a correction same rules apply; if
not, you may start a new report
 5 Steps to Report Writing
• (4) Review

– You should review all the reports before submitting them.

– Reports should be checked for completeness and accuracy

– Ensure reports are free of spelling and grammatical errors

– It is often customary to have a supervisor check the reports before submitting

them
 5 Steps to Report Writing
• (5) Final Draft

– Upon completion, the report should be typed up (if permitted) or re-written using
most legible handwriting; final version can then be submitted
The Private Security and Investigative
Services Act (PSISA)
-Effective Report Writing
Presented by
Continuous Training Solutions
Effective Report Writing
 Effective Report Writing
• Regardless of the type of report SG’s write they all have some
objective and purpose behind it.

• This objective and purpose can only be achieved if a report has

effective characteristics
 Effective Report Writing
• When writing occurrence reports it is important to understand who
your readers are

• We can expect the following personnel to be reading the reports:

– Security Supervisors and managers

– Client (management personnel within organization that owns or

represents the owner of the property that is being protected)

– Other security guards (that work the same site/location and where not on
duty during the incident)
 Effective Report Writing
• Additional personnel that may read (or request to read) reports based
on specific events that occurred:

– Insurance investigators (i.e. if a person states their vehicle was broken

into, a SG ought to have made an occurrence report which he/she can
provide to management)
– Provincial Private Security Regulators
– Other government investigators
– Police Officers
– Crown prosecutors, defence lawyers, Judges and juries
– Media and/or members of the public
 Effective Report Writing
• Writing a report is much like telling a story of what happened to
someone who knows nothing about the incident

• It is important for SG’s to write complete occurrence reports and to

not leave out any information; what may appear obvious to the writer
who experienced the occurrence may not be so obvious to those
reading it who were not present during the occurrence

• It is up to the writer to tell the full story

 Effective Report Writing
• A well written report should answer the following questions:

– Where did the incident occur

– When did the incident occur

– Who was involved in the incident

– What happened

– How did SG respond to it

 Effective Report Writing
• A well written report should:

– Be in chronological order;

– Present the sequence of events that made up the incident in the exact order that
they occurred

– Allow the reader to be able to understand how the event started, what steps were
taken, and how it ended without any confusion

– Be concise

– The report should be written in a language that is simple, straightforward and

easily understood; a writer should avoid using complex words/ words they
themselves do not understand full meaning of
 Effective Report Writing
• A well written report should:

– Be correct

– The writer must ensure all the information in the report is accurate and not
misleading

– Always avoid guessing, speculation and assumptions; a good report is based solely
on facts

– Be written in third person tense (i.e. the writer noted….)

 Effective Report Writing
• Reports should always be professional, accurate and well written.
They should never contain the following:

– Profanity

– Derogatory remarks or references to individuals or groups

– Informal, casual language or slang expressions

– Unnecessary use of police or military jargon

– Humour or sarcasm
The Private Security and Investigative
Services Act (PSISA)
- Effective Delivery of Oral Reports
Presented by
Continuous Training Solutions
Effective Delivery of Oral Reports
 Oral Reports
• Written reports are great because they leave a paper trail however, a
lot of times SG’s will also be required to deliver oral reports to various
groups/individuals including:

– SG’s superiors

– Representatives of the companies clients

– Investigators from inside/outside of the company

– Insurance investigators

– Police officers, or government officials

 Oral Reports
• The same guidelines that apply to written reports also apply to oral
reports.

– The SG should be able to organize their thoughts and deliver the

information in a clear, concise, chronological and professional manner
 Oral Reports
• The same guidelines that apply to written reports also apply to oral
reports. SG’s should avoid using the following at all times:

– Profanity

– Derogatory remarks or references to individuals or groups

– Informal, casual language or slang expressions

– Unnecessary use of police or military jargon

– Humour or sarcasm
 Oral Reports
• Although SG’s may give their opinion when asked to do so, they
should be careful not to:
– Let personal biases cloud their judgment
– Allow personal views to influence opinion
– Make derogatory comments or remarks

• It is important for SG’s to remain professional at all times

 Oral Reports
• Oral reports may not be recorded or leave a paper trail like written
reports, but we may still be held liable and responsible for what we
say

• Never put yourself in a situation where you have to lie about what you
said