Running a security team, whether it's a small crew or a large network, means keeping tabs on countless details.

Every security operation hinges on meticulous documentation. That's where a security guard log comes into play.

These logs capture the day-to-day heartbeat of your operations to guarantee everything continues to run without a hitch, nothing is overlooked, and everyone stays informed.

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What is a security guard log?

A security guard log is a detailed record that security personnel maintain during their shifts. It captures the daily activities, incidents, observations, and interactions that occur while they are on duty.

Why security guard logs are so important

Here are 5 important reasons why security guard logs are so important:

1. Accountability: Logs hold guards accountable for their actions and presence at specific locations and times to verify that security protocols are being followed.
2. Tracking operations: They provide a clear record of all security activities, making it easier to track what happens on any given shift.
3. Incident reporting: Detailed logs are important for documenting incidents, which can be essential for investigations or legal purposes.
4. Communication tool: These logs serve as a communication bridge between different shifts, ensuring that incoming guards are up-to-date on any ongoing issues or observations.
5. Future reference: Logs can be referenced later to analyze patterns, review incidents, and improve security measures.

5 things to include in a security guard log

Security logs must include:

1. Date and time: Each entry should include the specific date and time to maintain an accurate timeline of events.
2. Activities: Document routine patrols, checks, and any other regular duties performed during the shift.
3. Incidents: Note any unusual occurrences, disturbances, or security breaches in detail.
4. Observations: Record anything out of the ordinary that might need further attention, such as suspicious behavior or safety hazards.
5. Interactions: Include details of interactions with visitors, employees, or law enforcement officials.

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10 tips for writing security guard logs

Keeping well-documented and detailed security logs is all about capturing what happens, as it happens.

These logs are your chance to tell the story of each shift, and they can be incredibly useful for your team. Here are some tips for making logs clear, accurate, and helpful.

1. Be detailed and specific

When writing log entries, always cover who was involved, what happened, when it occurred, where it took place, and why it's significant.

Example:

• Vague: "Checked doors."
• Detailed: "Checked all doors on the first floor at 10:15 PM; all were locked and secure."

Adding specific times, locations, and actions makes your logs much more informative and useful.

2. Use clear and concise language

Avoid jargon and fancy terms that might confuse readers. Your goal is to ensure that anyone reading the log can easily understand what happened.

Example:

• Confusing: "Patrolled vicinity; saw sus ind."
• Clear: "Patrolled the area around the main entrance at 10:00 PM; observed a suspicious person who left without incident."

Plain language helps keep your logs accessible and professional.

3. Document all incidents thoroughly

Every incident counts, even the small ones. Make sure to write down all the details, including what actions you took, how others responded, and what the outcome was.

Example:

• Incomplete: "Responded to alarm."
• Thorough: "Responded to an alarm in Zone B at 3:45 PM. Found an employee who had accidentally triggered it. Alarm reset at 3:50 PM."

Thorough documentation gives a complete picture, which can be very helpful if someone needs to review the incident later.

4. Stick to the facts

Keep your entries factual and unbiased. Avoid making assumptions or adding your personal opinions. Just state what you observed and what you know.

Example:

• Assumptive: "A strange-looking person was loitering."
• Factual: "Observed a person loitering near the entrance for 15 minutes at 9:00 PM."

Sticking to the facts keeps your logs trustworthy and professional.

5. Record entries in real-time

Whenever you can, log activities and incidents as they happen. This helps keep everything accurate and maintains a reliable timeline of events. If you have to record an entry later, make sure to note the actual time of the event.

Example:

• After the fact: "Patrolled area."
• Real-time: "Patrolled the area around the main entrance at 10:00 PM; no incidents observed."

Real-time logging enhances the accuracy of your records.

6. Include follow-up actions

Whenever an incident requires follow-up, make sure to note what actions were taken afterward. This could be notifying a supervisor, contacting the authorities, or following up with a resident or employee.

Example: "Responded to noise complaint from Apartment 203 at 11:00 PM. Knocked on the door, spoke with the tenant, and resolved the issue. Followed up with the tenant the next morning to confirm no further disturbances."

Noting follow-up actions provides a complete record of how incidents are handled.

7. Review and revise

Before ending your shift, take a few minutes to review your entries for accuracy and completeness. This quick review can help you catch any errors or omissions.

Example: "Reviewed log entries for July 25, 2024, and added additional details about the response to the fire alarm in Zone C."

Regular reviews ensure your logs are thorough and accurate.

8. Use abbreviations sparingly

While abbreviations can save time, overusing them can make your logs difficult to read. Stick to consistent use of commonly understood abbreviations only.

Example:

• Overuse: "RSPND to alrm @ ZC @ 0345."
• Balanced: "Responded to the alarm in Zone C at 3:45 AM."

Moderate use of abbreviations keeps logs readable.

9. Keep logs secure

Security logs often contain sensitive information, so it's important to keep them secure. Whether you're using physical logbooks or digital systems, make sure they’re stored in a secure location accessible only to authorized personnel.

Proper storage of logs maintains confidentiality.

10. Use Belfry to streamline your logs

Using technology can make your job easier and your logs better. Belfry's all-in-one security software has features that simplify the logging process.

With an easy-to-use mobile app, officers can file their logs with activity, incident, or custom reports with less effort. Location tracking ensures that officers are on-site when filing reports and real-time updates flow to both the back office and clients.

Benefits of using Belfry:

• Location tracking: Provides accurate details about where incidents happen.
• Real-time updates: Log events immediately, so you don't forget important details. 
• Custom report builder: Build specific templates for information that each client specifically wants recorded.
• Automated report distribution: Sends emails automatically to the clients you configure after certain events are recorded, or at the end of every 24-hour period.
• Client portal: Provides real-time access to logs and officer location information via a real-time portal.

Technology can streamline your workflow and improve the quality of your security logs.

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Manage your security operations with Belfry

Following these tips will help you create security guard logs that are detailed, clear, and useful. Regular training on how to maintain logs and using tools like Belfry can make your security documentation even better.

Belfry’s all-in-one security management software offers a wealth of features to bolster security operations and streamline day-to-day tasks.

With Belfry you get:

• Automated scheduling: Minimize unbilled overtime and reduce no-shows with smart scheduling recommendations.
• Mobile app for officers: Increase accountability with a mobile app that tracks guard activity and simplifies reporting.
• Integrated payroll & HR: Manage payroll and HR in one place, with features like direct deposits and payroll tax filing.
• Simplified operations: Eliminate handwritten reports with electronic reporting and provide customers direct access to critical information through a client portal.

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