What goes into a security officer daily activity report? We answer that question and guide you through some best practices for reporting.
If you’re running a security company, you know that efficiency and transparency can help you stand out from the crowd. Daily activity reports for your security officers play a crucial role in both aspects — they can help you operate more efficiently and build trust with your clients.
But how do you structure a security report? And is there a way to make it less of a chore? Traditional paper-based methods can be impractical and time-consuming.
This guide dives into what makes a good DAR, how you can streamline the DAR process, and some ways to make reporting easier and more effective.
A Daily Activity Report (DAR) is a record that security officers fill out during their shift and submit once the shift is done.
It details their activities throughout the day, including patrols, incidents, observations, and any other relevant security events.
DARs are essential for effective security operations. They serve three main purposes:
So how do you put together a structure for an effective DAR? Let’s get right to it.
Every effective DAR starts with a solid foundation. Here is a structure for an effective DAR that you can follow:
Accurate timekeeping is essential for transparency and accountability. Use timekeeping software with a time clock function to capture precise arrival and departure times.
Consider implementing location tracking technology to restrict clocking in/out only to when the officer is physically present on the property. This helps ensure accurate payroll records and provides a clear timeline of the officer's presence.
Tip: Belfry makes timekeeping and location tracking effortless.
Accurate timekeeping becomes crucial during legal matters or investigations, providing verifiable documentation of the officer's activity.
Smooth and informed shift transitions are vital for maintaining security continuity. The DAR should document any crucial information exchanged during shift changes, including:
Example: "Officer Blake on duty, received all pass-downs and equipment in good order."
Clear communication during shift changes minimizes the risk of missed information and ensures a seamless handover of responsibilities.
DARs should showcase the officer's proactive approach by detailing all security activities performed during the shift. This includes:
Example: "Patrolled Building 1 from 06:00 to 06:30 AM, all doors and windows secured, no unusual activity observed."
Detailed descriptions of routine activities demonstrate the officer's vigilance and proactive approach, fostering client confidence in the security team's effectiveness.
DARs serve as a record of any incidents, safety hazards, maintenance issues, or unusual occurrences encountered during the shift. Make sure your team reports:
Example: "Found unlocked door in Building 2 at 10:15 AM, reported for repair to maintenance."
Timely reporting of deviations from the norm allows for prompt action and reduces potential risks. It also demonstrates the officer's attentiveness and commitment to maintaining a secure environment.
The DAR should go beyond simply documenting activities and highlight instances where the security team directly contributed value to the client. This could include:
Example: "Assisted visitor with car trouble at 08:30 AM, provided jumpstart using the battery pack. Visitor expressed appreciation for the help."
Showcasing the security team's value through concrete examples strengthens client relationships and justifies security investments. It also provides tangible evidence of the positive impact the team has on the property and its occupants.
Just like a well-organized toolbox is easier to use, a clear report makes it easier for you and your clients to find the information they need quickly.
Here are some tips for structuring your DARs for maximum clarity:
Break down your DAR into clear categories for different types of activities. This makes it easier for supervisors and clients to find specific information.
Some common categories include:
Use clear headings and subheadings throughout your report. These guide the reader through the information.
For example, the "Patrols" section could have subheadings for specific areas patrolled.
Unless there's a specific reason to deviate, keep your report in chronological order. This allows supervisors and clients to follow the officer's activities throughout the shift and understand the overall picture.
For example, here's a confusing structure:
Responded to a noise complaint on the 3rd floor at 9 pm. Investigated but found nothing. 8:00 pm - Began shift. No special instructions from client. Flashlight battery seemed weak. Received radio call about a delivery arriving later. Checked in with the client at 9:15 pm.
And here’s a clear structure:
8:00 pm - Shift Start
8:00 pm - Ongoing - Patrols
9:00 pm - Incident Report
See the difference? The clear structure with sections and headings makes the information easier to understand and follow the officer's day.
Detailed and consistent DARs are crucial for your security company. They become reliable records that can be used for numerous purposes, including investigations and legal documentation.
Here's how to ensure your officers are creating DARs that meet these standards:
Try to discourage officers from writing down everything at the end of their shift. Instead, instruct them to record their observations throughout their entire shift in real time.
This means noting the exact time of each activity, not just a general timeframe for their entire patrol route.
Encourage officers to be thorough yet concise in their descriptions. Instead of vague statements like "everything seemed normal," a better approach might be "observed all doors locked and secure, no signs of forced entry."
Here are some specific instructions you can provide to officers:
Clear communication is key in any security operation, and DARs are no exception. You’ll want to get your officers used to using language that is both professional and easy to understand. Here are some tips to do that:
Remember the K.I.S.S. principle (Keep It Simple, Stupid). DARs are not creative writing assignments. The goal is to communicate information accurately and efficiently.
Encourage officers to write their reports in clear, concise language that can be understood by anyone, regardless of their security expertise.
Security professionals often use abbreviations and codes for efficiency. But DARs are not the place for this type of communication. Instruct officers to write out everything in full, and avoid complex vocabulary or jargon that might confuse supervisors or clients.
Instead of: "Initiated fire alarm investigation after ACT activation in zone B (1 am)."
Better reporting: "Investigated a fire alarm triggered by an Automatic Combustion Technology (ACT) activation in zone B of the building at 1:00 am. No signs of fire were discovered."
Digital DARs offer a unique advantage: The ability to incorporate visuals. Including relevant photos can significantly enhance the clarity and context of your DARs, and can also serve as a form of digital evidence.
A report mentioning suspicious activity near a specific door can include a photo of the door and surrounding area to provide valuable details that text alone might miss.
The only thing to keep in mind here is maintaining privacy.
Security situations can evolve throughout a shift. A seemingly minor observation might become crucial later on. That's why DARs shouldn't be static documents.
Here's how to ensure your reports stay up-to-date:
For example, if they discover new details about a previously reported incident, they can add a note with the new information and the time it was discovered.
Belfry goes beyond traditional paper reports, offering a suite of features designed to make security operations easier, faster, and more transparent for everyone involved.
We built an all-in-one platform specifically designed for security companies to help them handle everything from automated scheduling and payroll, to real-time officer tracking and compliance.
Here's what Belfry brings to the table:
