Tag: activity

What Is A Security Guard Daily Activity Report(DAR)?

Mark Schneider

Understanding of a Security Guard Daily Activity Report

In the security industry, the Daily Activity Report (DAR) is an essential document that serves as a comprehensive record of a security guard’s shift. Whether handwritten or digitized, this report ensures that all relevant activities, observations, and incidents are meticulously logged. It acts as a critical tool for accountability, communication, and review in maintaining the safety and security of a property.

The Role of the Daily Activity Report

The primary function of a DAR is to record the minute-to-minute activities and notable occurrences during a security guard’s shift. It serves multiple purposes:

  1. Accountability: It holds the security personnel accountable for their time and actions on duty.
  2. Communication: It acts as a communication tool between successive shifts and supervisory staff, ensuring continuity and awareness.
  3. Legal Documentation: In cases of legal scrutiny or insurance claims, the DAR provides a written record that can prove crucial.

Components of a Daily Activity Report

A comprehensive DAR includes several key elements:

  • Shift Start and End Times: Documents when guards arrive and depart, ensuring they fulfill their contracted hours.
  • Handover Notes: Information passed from the previous shift that might affect the current guard’s duties.
  • Supervisor Memos and Instructions: Any special instructions or updates from supervisors or the contract point of contact.
  • Equipment and Inventory Checks: A checklist of all gear, documents, and badges received or present on post, ensuring that all necessary tools are available and accounted for.
  • Post Conditions: Observations on the state of the guard shack, patrol vehicles, and other facilities.
  • Patrol Logs: Detailed records of foot and vehicle patrols, including times and any observations or incidents noted.
  • Incident Reports: Detailed descriptions of any unusual or significant events, including hazards, vandalism, or emergencies.
  • Communications: Logs of all forms of communication (phone calls, texts, emails, radio) that occurred during the shift.
  • Contacts: Records of interactions with employees, contractors, managers, and emergency personnel.
  • Vehicle Monitoring: Details on any unauthorized or suspicious vehicles on the property.

Best Practices for Writing a Daily Activity Report

Effective DAR writing involves clear, concise, and precise language. Security guards should follow these best practices:

  1. Be Timely: Fill out the report as close to the occurrence of events as possible to ensure accuracy and detail.
  2. Be Objective: Stick to factual, unbiased reporting without personal opinions or assumptions.
  3. Be Thorough: Include all relevant details to paint a complete picture of the shift for anyone reviewing the document.
  4. Use Standardized Formats: Adhere to any provided templates or formats to maintain consistency across reports.

The Impact of Digital Reporting

With advancements in technology, many organizations are moving from handwritten reports to digital platforms. Digital reporting offers several advantages:

  • Efficiency: Faster input and transmission of reports.
  • Accuracy: Time-stamping and location tagging enhance the accuracy of logs.
  • Accessibility: Easier storage and retrieval of past reports for review or audits.
  • Integration: Ability to integrate with other security management tools for a holistic security approach.

Operation Security Of A DAR

Maintaining operational security (OPSEC) and personal security (PERSEC) in the context of a Daily Activity Report (DAR) is paramount to safeguard sensitive information that could compromise the safety and integrity of the security operations. The DAR should be handled with strict confidentiality, accessible only to authorized personnel to prevent any potential security breaches. Guards should be trained to omit or generalize sensitive data that might identify specific routines, technologies, or vulnerabilities unless such detail is essential and securely communicated. Additionally, all digital copies of the DAR should be encrypted and stored securely, while physical copies should be kept under lock and key. By enforcing these rigorous standards, the organization ensures that its security practices remain robust and its personnel protected from potential threats.

Example Of A Daily Activity Report

Daily Activity Report (DAR) for a Department of Motor Vehicles (DMV) on a Timeline

Security Guards: John Doe & Emily Turner
Date: April 11, 2024
Shifts:

  • John Doe: 08:00 – 16:00
  • Emily Turner: 08:00 – 16:00
    Location: Downtown City DMV

Timeline of Activities

07:55 – Shift Start:

  • John and Emily arrive on duty. They are briefed by outgoing guard, Lisa Smith, about a suspicious vehicle near the rear parking lot from the previous evening.

08:00 – Facility Walkthrough and Equipment Check:

  • Both guards conduct an initial walkthrough of the facility.
  • Confirm all necessary equipment is operational:
  • Radios, flashlights, and incident report forms.

08:15 – Supervisor Communication:

  • John receives and reviews a memo from the supervisor regarding an alert for potential vehicle registration fraud attempts, shares the information with Emily.

08:30 – Foot Patrol:

  • Emily conducts the first hourly foot patrol focusing on the waiting areas and application counters.
  • John checks the external security features and parking lot.

09:30 – Incident Handling:

  • Emily notices and reports a spill in the public waiting area near Seat 12. Maintenance informed for cleanup.

10:00 – Maintenance Follow-Up:

  • Emily confirms cleanup of spill in waiting area.

10:45 – Suspicious Activity Observation:

  • John approaches and verifies an individual taking multiple photos inside the facility; deemed non-threatening after conversation.

11:00 – Vehicle Patrol:

  • Emily conducts the first bi-hourly patrol around the parking lot and perimeter, focusing on the rear parking lot based on the previous day’s briefing.

12:00 – Lunch Break Coordination:

  • John and Emily coordinate lunch breaks and area coverage with each other and the rest of the security team via text.

13:20 – Alarm Response:

  • Both guards respond to an alarm at the rear emergency exit; reset the alarm and secure the area after finding the door ajar.

14:00 – Vehicle Patrol:

  • John conducts the second bi-hourly patrol. Checks perimeter and all vehicle entries.

14:55 – Vehicle Incident Management:

  • Emily issues a reminder notice to a driver of a vehicle parked in a no-parking zone near the front entrance.

15:00 – Manager Communication:

  • Both guards discuss the day’s observations with the facility manager, highlighting the need for no-photography signage.

16:00 – Shift End:

  • John and Emily conduct an end-of-shift briefing with incoming guard, Michael Lee, highlighting key observations and ongoing monitoring areas.

16:05 – Departure:

  • Both guards complete their shifts and depart from duty.

Additional Logs

  • Phone Communications: Logged calls regarding operational hours and ID requirements.
  • Email Communications: Detailed incident report of suspicious activity at 10:45 sent to the supervisor by John.
  • Radio Communications: Regular check-ins performed throughout the shift by both guards.
  • Contacts with Personnel: Interactions logged with DMV employees, IT contractors, and discussed security protocols with Emily taking the lead.

Guard Signatures: John Doe, Emily Turner
Supervisor Review and Signature: [Supervisor’s Name and Signature]

Conclusion

The Daily Activity Report is a vital tool in the security management arsenal. By providing a detailed account of a security guard’s shift, it ensures that all aspects of a property’s security are monitored, managed, and communicated effectively. As security challenges evolve, so too will the methods of reporting, with digital solutions leading the way in enhancing the efficacy and reliability of these crucial documents.