Email has a number of longstanding security shortcomings that are being increasingly exploited in mass scale.
Security reports of facility operations can describe anything from discovering wasp nests to an armed robbery in progress or worse. Whether you are documenting the activity of wasps or burglars, the same principles apply. To communicate effectively, your report must be clear, concise and informative.
Professionalism is critical because security reports may be reviewed by your supervisor, risk management, legal affairs, senior executives or law enforcement. Security reports can also be used in lawsuits and court proceedings, so it is vital to know how to write security reports effectively.
Follow the Correct Format Security departments typically use a standard template for writing reports. You may have the good fortune of working for a company that uses report writing software and handheld devices that allow you to write and submit reports in the field. If not, you will do it the old-fashioned way with a small pocket notebook to jot down essential facts.
You can effectively write a security report by noting key facts: On May 1, at approximately hours, I, security officer John Doe, was dispatched to Lot 12 to investigate a reported noise complaint.
Music was clearly audible from a distance of feet. Begin With an Overview When you pull up your departments' report writing template, your report will be assigned a case number, and you will see little boxes to check or fill in.
Typically, you will use these boxes to identify the type of incident handled, the date and time the call was received, specific location, along with the identity and birth date of individuals involved.
Use your field notes to add this information to the report template. Lot 12 within 5 feet of lobby front door Suspect: Jack Richard Jones, Jr. One security officer responded to a noise complaint in Lot 12 outside the hospital lobby doors.
A male individual was playing amplified music while waiting to pick up his mother from her colonoscopy procedure. The male was cooperative and turned off the music. Write a Detailed Narrative Report An effective security report starts with a sequential outline of what occurred.
Reports should not be difficult to follow or cluttered with unimportant information.
Strive for clarity, objectivity, precision and correct word usage. The reader of the report should not be left pondering what really happened. Do not write this: This morning I observed some people carrying a six pack of alcohol behind the dorms. One of the individuals also held an open container, which was suddenly dropped.
I directed them to stop but they all kept running. I thought about giving chase in my car, but I badly needed a brake. The narrative is vague and confusing.
It is unclear who was seen in possession of alcohol. The dropped container is left littering the campus grounds. Specificity could turn this ineffective report into a helpful accounting of the situation. On May 1,at hours, I observed a lone male walking with two females behind Alcott dormitory.
The male was carrying a six-pack of lite beer. The shorter female with red hair was drinking from what appeared to be an open can of lite beer. Upon seeing me and being told to stop, they all took off running toward Lot 4. I picked up the lite beer can on the ground and brought it to my squad car for evidence processing.
This narrative specifically identifies the role of each person in the scenario.I sometimes receive an email message that I don’t need to respond to directly but do have some thoughts about which I want to write down and refer to it later.
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