The most important record-keeping tool for a Security Officer is their security notebook. Security notebooks are an
official document and must be carried whenever you are on duty. Use your notebook to record information while you
are on duty
For example, you might note a suspect’s description, or name and address or the phone number of a witness. You may
also draw a diagram of a crime scene. These notes will be used for any reports you may have to make in the future
and also important for providing evidence.
The notes you make at the time of an incident or immediately after an incident are called “contemporaneous notes”,
you may be asked to present your notes or recall your notes in a court of law or police enquiry.
Here are some simple rules that will support your credibility should you be asked to present your notebook as part
of an enquiry or to support other evidence:
- Start an entry with the time, date and location of incident.
- Include details of people and witnesses involved.
- Include details about what happened.
- Summarise the action you have taken.
- Indicate whether follow up action is required.
- Specify any damage, injuries or stolen property.
- Write down whether any emergency services attended the incident.
- Make your entries legible.
You should always record conversations in the first person using “quotation marks”.
• I said, “What are you doing here?"
• ” He said, “I’m workingovertime".
- Make your entries consecutive.
- Start at the front of the book, and use every line and page.
- Draw a line between entries and start a new entry on the next line.
- If you make a mistake, draw a line through the error so that it can still be read, and write your initials
Important: Your security notebook is a very important and valuable tool for you to record work related
Store completed notebooks safely and in a numerical or date order.
Court cases are heard well after the event and you may need to locate previous notes.
- Don’t trust your memory. Make your notes at the time of the incident or immediately after.
- Don’t leave it till later.
- Don’t make a change to, or erase or block out any entry.
- Don’t leave pages and lines blank