Any omission or mistake in incident reporting can lead to faulty risk assessment or even bigger consequences for security companies. Hence, business owners should look to invest in a security management software that includes incident management tools to enable officers to perform their tasks with greater convenience and accuracy.
But can technology replace day-to-day security guard operations? The truth is that while security cameras can monitor sites 24/7, they cannot physically intervene nor have the sense to assess risks as humans do. Employing qualified personnel is still integral to the effectiveness of any physical security operations. Nevertheless, to ensure that security guards can meet the demands of the 21st century, both technology and security personnel have to work seamlessly together.
To explain the importance of this tandem further, here are reasons why adopting security management tools is essential to effectively enhance critical guard functions, as well as streamline administrative tasks on the security operation manager’s plate:
Report automation made easy
Preparing reports is part and parcel of a physical security operation. Data recording should be done with consistency, accuracy, and clarity to ensure credible historical data for top-level decision-making. As incident reports serve as a valuable resource especially during an emergency, the entries should be protected from unauthorised access or changes, at all times.
By automating routine reporting, users are kept to a higher degree of compliance and accountability, as reporting requirements and procedures are enforced. Automation also reduces the risk for error as there is no need to manually scan through multiple log books or decode illegible handwriting. The process of transferring security notes into spreadsheets is time-consuming - time which could be better used elsewhere.
Utilising an app-based incident management tool allows a simplified way of capturing and reporting incidents during patrols. Long story short: automation makes everyone’s lives easier.
Incident data contextualisation
When there is detailed reporting, management can better understand the circumstances surrounding security incidents and strategise accordingly. Unfortunately, many security companies still resort to manual reporting which leaves room for ambiguity and can weaken the security team's ability to manage risks. For example, a report written poorly can lead to misinterpretation, which can compromise the integrity of an incident report.
With a mobile application such as SRM-Sentry, security guards can generate a standard incident report using pre-set icons and upload images and voice recording directly into the app using their smartphones. One advantage of the app is that security guards can file and save the report while offline and submit these once an internet connection is established.
For senior officers and mobile responders, they can concurrently use SRM-Responder to add more details to the report, such as event start time, public description, location details, and the like. Collated information from both tools can deliver critical visibility into incident reporting and response.
Centralising and securing the flow of data within the company
A secured information system minimises the risk for data theft, unauthorised disclosure of data, data tampering or accidental corruption or destruction of files. At the same time, data should be easily accessed by authorised personnel to expedite coordination.
Given these two objectives, dashboards with granular access control have become a key feature in most security management system software. Data can be presented based on the users' role or function. As such, the dashboard view of a security operations manager will be more comprehensive than that of an account manager as the former would need to be on top of situations as they arise. Since everything is centrally stored and organised in the cloud, security operations managers can access, monitor and analyse data through their ’’managerial view” dashboards on their desktops.
Security management tools like SRM-Portal are cloud-based, so operations managers can reliably oversee the flow of continuous information, investigations and do follow-ups across multiple sites while on the go.
Providing real-time situational awareness
Technology enables simultaneous and real-time monitoring of field activities. When a security guard logs into the SRM-Sentry app, it has a built-in GPS tracker that can pinpoint a security guard’s location to ensure accountability and safety while they are on duty. As the app is GPS-enabled, managers can view the SRM-Portal dashboard to check for completed or missed patrol checkpoints and map the guard’s coordinates in real-time.
In case of incidents that occur during a security guard’s shift, managers can visibly track emergency responders' movement and receive timely updates as the situation progresses. This is highly important during emergencies that require fast responses and mobility.
Another useful security management system feature is visitor management, which has played a prominent role since the pandemic. A security guard can check-in new visitors using their SRM-Sentry app to speed up the registration process. Security operation managers can then check the status of visitor check-ins to verify that the location is compliant with prevailing regulations.
To aid security management system users, SRM-Customer gives them access to a curated news feed of security incidents and verified hazards in a particular region - information that will allow users to plan and reduce their risk exposure. Should the need arise, users can call for emergency assistance with the mobile app.
Traditional threat detection and incident reporting need to evolve to protect the organisation against unknown or future risks. Integrating technological tools into physical security operations allow security professionals to do more with less, while delivering greater efficiency. The investment will reap the rewards for the organisation in the long run, while making everyone’s jobs easier.
Security Risk empowers organisations of all sizes with a suite of rapid-response mobile & web applications to make security operations smarter. Find out how a security management tool like Security Risk Manager can help you elevate your security operations today.