Incident Reports: A Critical Tool for Effective Security Management

In the world of private security services, accurate and timely information is crucial. At Northwest Enforcement, we understand that unexpected events can happen at any time, and having a reliable way to document and communicate these incidents is vital. That’s why our proprietary Security Reporting Tool (SRT) goes beyond the basics, providing comprehensive incident reports that give you the information you need to make informed decisions.

Understanding the Purpose of Incident Reports

Incident reports serve as a detailed record of unexpected events that occur on your property. Unlike Daily Activity Reports (DARs), which provide routine summaries of daily security activities, incident reports focus on specific situations that require attention or action—such as a trespassing incident, a fire, or a medical emergency. These reports are essential for capturing the full scope of an event—from the initial occurrence to the follow-up actions taken—ensuring that you are always aware of what’s happening on your property.

Incident reports aren’t just for internal review—they also play a crucial role in broader contexts. These reports can be vital pieces of evidence for police reports, supporting insurance claims, and even court cases. Our incident reports are tailored to provide actionable insights and ensure that all critical information is captured, prioritized, and readily accessible through the SRT dashboard. The accuracy and thoroughness of our incident reports ensure they are credible and reliable for such purposes, providing all parties with a clear and factual account of what occurred.

Components of an Incident Report

Well-written incident reports document actions, communicate information, and create a record for future testimony (if needed).  Reports are always reviewed by NEI field and administrative leaders before being released to clients. This step ensures each report contains the appropriate amount of information, formatted correctly so they are ready for submission to any necessary third party.

Here’s a closer look at the information that is included in an Incident Report (when relevant): 

• Date and Time of Incident: Precise documentation of when the incident occurred.
• Type of Incident: Category of incident type.
• Location Incident Occurred: Clear indication of where the incident took place, including unit number or specific section of the facility/property.
• Officer: Name of the officer(s) who responded to the incident.
• Timeline of Incident: Time of dispatch through clearing of incident.
• Narrative of Incident: A detailed account of the event including how the incident was discovered, what was observed, and the actions taken by our security officers. The narrative will also include any involved parties, any outside agencies, their roles, and any follow-up actions taken.
• Attachments: Photos, videos, or additional documents that provide further evidence of the incident.

When we receive calls from clients requesting a response at their site, our dispatchers record the essential site information and dispatch the task to an officer for response.  The field officer then accepts the dispatched report. The field officer is responsible for completing the remaining information to submit for leadership review and then client delivery. This process ensures that we document all calls we receive from clients and respond appropriately.

Incident reports are digitally delivered via email within eight hours of the incident occurring.  Our SRT reporting software also includes a real-time online dashboard where clients can access property information 24/7. 

Possible Incident Types

• Property Damage: Encompasses vandalism, graffiti, or broken windows. Detailed documentation of such incidents can be critical for insurance claims or legal action.
• Emergency Incidents: Includes events like fires, medical emergencies, or assaults. These are high-priority incidents that may involve coordination with law enforcement or emergency services.
• Unauthorized Activity: Covers trespassing, illegal dumping, or loitering. These incidents often require rapid response to mitigate risks and maintain property security.
• Behavioral Concerns: Addresses harassment, noise complaints, and suspicious behavior. These reports help build a case if repeated incidents occur, providing clear records for legal or managerial follow-up.
• Maintenance and Safety: Captures issues like light outages or broken doors. Having a log of these incidents helps in keeping the property well-maintained and secure.
• Lost and Found: Documents instances of found property, aiding in returning items to rightful owners or handling unclaimed items securely.
• Parking Violations and Traffic Incidents: Deals with unauthorized parking, accidents, or other traffic-related issues on the property. These reports are crucial for ensuring safety and maintaining order.
• Welfare Checks and Citizen Assists: Includes checking on the well-being of residents or assisting them to and from their vehicles. These activities promote a sense of safety and community.

High Standards for Reporting

We train our team to uphold rigours standards for incident reporting. Our officers focus on recording only relevant information because, as security providers, we report only the facts. Each report must be clear, concise, and comprehensive, ensuring that all relevant details are captured without bias or omission. On-site officers are expected to write at least two incident reports per week, while patrol officers are expected to complete two reports per shift. This expectation ensures that our officers focus on detail and thoroughly document any notable occurrences.

In our DPSST certification courses, our officers learn that means, opportunity and intent are the three elements needed to commit a crime. Our officers need to have this perspective so that when they witness or experience things on client properties that meet the criteria for a crime, they know what to document and include in their incident reports for clients.  This level of detail is essential for internal use and also serves our clients when they need reports for official purposes.

Incident reports are an indispensable part of our dedication to superior security services. They provide clients with the detailed information needed to respond effectively to unexpected events. With our 24/7 digital access to your SRT dashboard, a highly-trained team, and a commitment to high reporting standards, you can trust that you’ll always have the most relevant and actionable information to protect your property and your people.

We provide you with the tools and insights needed to enhance your security strategy and protect your assets. Don’t leave your security to chance—experience the difference that proactive and detailed reporting can make for your business. Contact us today to learn more about how our incident reports and SRT platform can elevate your security operations.