Standard industry practice has been to setup a guard, man the post, and write down on the DAR (Daily Activity Report) anything out of the ordinary. At the end of the shift the security guard then either places this report in an inbox or a binder that stores of all this information. At Admiral Security Services, Inc. we have re-thought this process. We noticed that these reports are useless due to the following issues:
Why not have the overnight guards check the lights, parking lot, and floors? Why not have a customized form that gives specific tasks laid out as a to-do list for the guard? Why not give them the ability to take a digital picture to upload and relay that to management? Why not utilize your investment in security into something much more efficient that delivers accurate, concise, legible information to management every morning so they can effortlessly glance at the previous night's activity?
We designed fully customizable reports, specifically tailored to every site. These reports include the client's logo, an outline of all security equipment on site, a checklist of tasks related to site, drop down rows with the classification and type of visitor, and a field for every detail needed, such as, time, date, badge number, race, location, name, drivers license, vehicle plates, etc...
This form includes an area to upload files, pictures, client information, a satellite image of the site with bearings for reference, and local police, fire, and animal control numbers. This form is designed based on site specific instructions and our ongoing assessment of what is needed. The form started off as a detailed check list for the guard, then it became a tool that is not only useful for internal management, but something that can be shared with client. This form also serves as an informational resource for the client.
Each site is issued a laptop that is customized and can only be used to submit security reports. Laptops are provided with an internet connection to open and submit reports only. Admiral Security Services, Inc.'s servers house all online reports submitted daily on a cloud based system. Once submitted on site, our 24/7 command center is able to retrieve the report, open it, and review it for any operational issues. The report is then converted to a PDF, and emailed to the client's designated distribution list by 7:00 AM the next morning.
This solution has allowed management to have explicit information and clear pictures of anything that may have happened on site. With this information, management would be able to repsond and address issues daily, in an orderly fashion. The collected information could also be used for an insurance case or an eviction when necessary. This tool has allowed Admiral Security Services, Inc. to better communicate with its clients by combining the client's needs with reports that are done in a concise manner.