Entries written later
Events are recorded after the fact, with missing detail.
Replacing Paper Occurrence Books in Security Operations
Replace the paper occurrence book with a searchable operational history.
Overview
The occurrence book is the core record of every security shift, but paper OBs are hard to read, easy to alter and invisible until someone visits the site. A digital occurrence book captures every entry with time, location and photos, and makes it visible to supervisors and clients in real time.
The Operational Challenge
Guards record shift changes, patrols, visitors, incidents and handovers in a paper OB at the guardhouse. Entries are often written later, illegible or missing. When a client asks what happened overnight, the supervisor has to drive to the site or call the guard. Important incidents are not escalated quickly. A digital OB on a site device or rugged phone keeps the familiar format but adds required fields, timestamps, photos, alerts and online access.
How It Works in Practice
At 22:00, a guard at an office park logs the shift takeover in the digital OB, confirming keys and equipment. At 01:15, he records a vehicle parked suspiciously near the perimeter, with a photo of the number plate. Because it is flagged as suspicious activity, the entry alerts the control room, which asks the response team to check. The client's facilities manager reads the night's OB entries on her phone at 07:30, including the response outcome, before arriving at work.
The challenge
Why paper occurrence books let security down.
Illegible and alterable
Paper entries are hard to read and easy to change.
No escalation
Serious entries sit in the book until someone reads them.
Clients kept in the dark
Clients cannot see what happened without asking.
Operational flow
How it works, step by step.
01
Log on site
Guards make OB entries on a site device or rugged phone.
02
Standardise
Entry types and required fields keep records consistent.
03
Add evidence
Photos, location and time are captured automatically.
04
Escalate
Selected entry types alert supervisors or the control room.
05
Share
Supervisors and clients view entries and reports online.
What operations can see
- Entries across all sites
- Open items requiring follow-up
- Incidents by category
- Shift handover information
- Attached evidence
- Searchable historical records
Operational impact
- Remove dependence on physical books
- Improve supervisor visibility across sites
- Make historical information searchable
- Strengthen handover between shifts
- Connect routine records with incident escalation
Who it's for
For security teams that keep the record.
Guarding companies
Replace paper OBs at every client site.
Corporate and estate security
Give management real-time visibility of security activity.
Control rooms
Receive escalations from site OB entries immediately.
Clients and facilities managers
Read occurrence entries and reports without visiting site.
Insight
Keeping the Loop Closed
A digital occurrence book turns the shift record into live information. Entries are accurate and time-stamped, serious events are escalated immediately, and clients see what happened without asking. The OB becomes evidence the company can rely on.
This use case is particularly relevant to Security environments, but the underlying operating model can also apply wherever distributed frontline teams, vehicles, assets or facilities need stronger visibility and accountability.
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FAQ
Frequently asked questions
What is a digital occurrence book?
A digital occurrence book, or digital OB, replaces the paper register used by security guards with entries made on a device, with timestamps, photos and online access.
Can clients access the digital OB?
Yes. Clients can be given access to view entries and reports for their sites.
Can OB entries trigger alerts?
Yes. Entry types such as incidents or suspicious activity can alert supervisors or the control room.
Is a digital OB accepted as evidence?
Time-stamped, unalterable entries with photos and location provide a stronger record than paper, which supports investigations and claims.
The goal is to make frontline activity visible, actionable and accountable across the operation.
Tell us how your operation runs today and we'll show you what this looks like for your teams.