Documenting and Reporting Searches
1. Search documentation
Security officers must properly document searches of individuals, property, or vehicles to ensure transparency and compliance with site policies. Accurate records help:
Why Search Records Are Important
Accurate search records help to:
- Ensure compliance with company policies and legal regulations.
- Protect security staff from false allegations.
- Serve as legal evidence in disciplinary or criminal proceedings.
How to Record a Search
Most sites provide a search register or incident report form for logging search details. Security officers must document:
✅ Date, time, and location of the search
✅ Details of the individual or vehicle searched
✅ Names of security officers and witnesses
✅ Reason for conducting the search
✅ Any refusal to comply and actions taken
✅ Items found (if any) and follow-up actions
✅ Signatures for verification
Best Practices for Search Reporting
- Be clear and factual – Avoid assumptions or opinions.
- Follow company procedures – Use the designated reporting method.
- Ensure accuracy – Mistakes can impact investigations.
- Maintain confidentiality – Keep records secure and accessible only to authorized personnel.
Properly documenting searches enhances security operations, ensures compliance, and protects all parties involved.
2. Recording search findings and compliance
Security officers must accurately document search findings to ensure compliance with site policies and legal requirements. Proper recording of discovered items helps maintain transparency and supports security operations.
Handling Found Items
During a search, any stolen, illegal, suspicious, or unauthorised items must be handled according to site-specific Assignment Instructions (AIs). Security officers should:
✅ Report findings to the control room or a supervisor immediately.
✅ Follow company protocols for restricted, prohibited, or illegal items.
✅ Secure evidence properly if required for law enforcement.
✅ Document details in a search log or incident report, including:
- Date, time, and location of the search
- Description of the item found
- Name of the individual searched
- Actions taken (e.g., confiscation, handover to authorities)
- Names of involved security officers and witnesses
- Signature for verification
Ensuring Compliance
- Follow legal guidelines when handling prohibited or illegal items.
- Maintain clear and factual records to support investigations.
- Communicate with management for proper case handling.
- Secure and store reports for future reference.
Accurate documentation of search findings helps protect security personnel, ensures compliance, and strengthens site security protocols.
