Security Log Options

A basic responsibility of the security officer is to "observe and report" activities or events that occur on his/her watch.  The Security Log is the primary vehicle for the reporting function.  Most security officers will carry a personal log book and make log entries for events that occur on their shift.  Depending upon the type of post or facility, guards are also required to maintain a shift log that is turned in as the formal log for the shift.

The shift log can be anything from a simple hand written list of times, locations, events and occurrences to a fully computerized system.  A hand written log may use a form such as this:

The pdf file used for this log is here and in a horizontal format here.

The next level of shift log is usually a Word document.  This provides a more professional look and includes handy features like spell check.  Although much neater, Word is not especially good at calculations and is usually limited to text functions. Here is an example of a Word shift log.

The Word document for this log is here and in a horizontal format here.

As a security operation becomes more complex, additional reporting becomes necessary.  This usually takes the form of reporting on specific activities for the customer and/or time allocations of security operations. Excel or any spreadsheet software is much better at time calculations than Word.  Excel can calculate time differences, accumulate time and if dates are used, can account for time duration over more than one day.  It also provides the ability to graph results that visually illustrate security time by activity.  Here are a few examples of Excel security reports.

The previous report shows how to use Excel to summarize time for security activities.  It could also be used as the basis for a shift log that provided time accounting.  It does require the officer to provide both start time and finish time for an activity.  In many sites this is done in a separate log book for each activity.  This spreadsheet can be found here.

This spreadsheet format can also be used to replace manual log books that are used to accumulate the number and time of certain security activities, especially if the senior security officer has to use that log information in a report to client management.

If a computer is available, the only reason to keep a manual log is if signatures are required or the log must be transported to a location to be used.

This report uses time information calculated by another spreadsheet to summarize security activity and produce a graph.  In this case showing security officer time available for patrol activities. That spreadsheet is here.

The next level of reporting involves a fully automated log system and that is what G-Log is designed to do.  It combines the benefits of a word processor and the calculation ability of Excel in an easy to use system usable for any log application. The additional automation simplifies the effort of a security officer to produce quality, accurate logs.  Since log data and times are captured by the log system, it is possible to eliminate many of the manual log books kept by some security operations.

Examples of G-Log reports can be found here.

There are more sophisticated web based systems, however, they require a full time internet connection and can be more expensive than G-Log.  G-Log is an excellent compromise between cost and function.  It self installs, is easy to use and does not require an internet connection to install or operate.  All you need is a computer with Windows XP, 2000, Vista or Windows 7 and a printer.