Observation, Incident Reporting, Documentation and Evidence Handling
Domain 9 tests observation, incident reports, registers and evidence handling, the paperwork that decides whether a guard is believed later.
Observation
- Establish a baseline: what is normal at this gate at this hour.
- Scan systematically: near, far, above, below, behind.
- Note the unusual: behaviour, clothing, vehicles, sounds, smells, damage.
- Fix details: exact time, place, number of persons, direction of movement, description (height, build, clothes, marks).
- Memory aids: repeat details mentally, write at once, avoid discussing them with others before recording.
Registers and logbooks
Occurrence book, visitor register, key register, material gate pass register, patrol register, equipment check sheet, handover register. Rules: chronological entries, blue or black ink, no blank pages or gaps, no overwriting, correct errors with a single line plus initials and date, never back-date or tear out pages.
Incident report format
Date, time of occurrence and of reporting, exact location, persons involved, witnesses, what happened in sequence, action taken, property affected, police station and officer informed, FIR number if any, signature and designation. Facts only: no opinions, no guesses, no admissions of liability, no blaming.
Evidence
Preserve the scene, do not touch or move items, cordon off, record positions, photograph if permitted, keep sealed envelopes and the chain of custody, preserve CCTV before it overwrites, and hand over with a written memo and acknowledgement.
Worked example
A broken rear window is found at 05:20. Reasoning: it may be a break-in attempt. Steps: do not enter through the glass, cordon the area, note the time, check the CCTV export, inform the supervisor and police, photograph the frame, list what is missing, write the report before the shift ends.
Traps
Writing that it was probably a thief; reporting hours later; editing or deleting CCTV; handling a tool bare-handed; filling a blank register later.