Communication and Documentation
Clear Communication
Security communication must be brief, accurate, and unambiguous. Radio traffic uses standard phrases, identifies the caller, and states the location and nature of the issue. Know your site's codes and phonetic alphabet. Avoid speculation on air; state facts and request what you need.
Written Documentation
Reports, logs, and incident forms are legal records. Write objectively, chronologically, and completely. Use plain language, avoid jargon, and define abbreviations. Record times, names, and actions taken. Never erase or overwrite entries in a log; correct errors with a single line and initials. Trap: questions test whether you may "fix" a report after submitting it. The answer is no - write a supplemental report.
Confidentiality and Retention
Incident reports may be discoverable in litigation. Keep them secure, share only on a need-to-know basis, and follow retention policy. Do not discuss incidents on social media or with unauthorized staff.
Worked Example
A radio call: "Control, this is Post 3. I have a male, approximately 30, refusing to leave the east lobby. No weapons seen. Requesting supervisor and police if he does not comply. Over." This call identifies the caller, location, subject description, threat level, and requested resources - everything a dispatcher needs.