Shift Handover Procedures

When assessing the security risks at each individual site, there are several factors that pose greater risk than others. The most dangerous time during the day, from a security standpoint, is during shift handover. It is during this time that the attention of security personnel is typically turned away from the site and onto the administrative tasks of their jobs, which increases the potential for incidents on site. Keep the following in mind during shift changeovers:

• Take your time– Arrive early for shift and take your time going through the procedures. Some sites have more stringent procedures to carry out than others during this time and rushing will only cause errors.
• Sign or Initial everything you read– Often times this is a requirement when reviewing pass-on books or log books detailing site events and incidents. Once you sign off on the document, it informs management that you have read and understood the message and are prepared to use this information in the delivery of services.
• Take inventory– There are many expensive items that guards use during their shifts. Items like radios, batteries, clothing, keys, pass-cards, and other types of equipment and accessories should be logged into the shift report in the event that the item is damaged, lost, or destroyed.
• Test equipment– Testing equipment to ensure it works will give the guard the opportunity to note if there are any deficiencies in the tools that they use and address them before an emergency occurs. For example, if the flashlight batteries are dead, then it would be more efficient for the guard to discover this before a power outage. Other items to check include the radio and other communications equipment, perimeter or access control systems, guard patrol wands, or other guard management surveillance and control systems, and any safety equipment.
• Begin your report– many guards leave their shift reports for the end of their shift, waiting until the last minute. This forces them to rush through the document, usually making several errors in the process. Starting the shift report at the beginning of the shift, and updating it periodically as time permits is a good habit to get into. Make sure to note the time, date, location, the guard you relieved and their license number, any passed on equipment and keys, etc.
• Check your keys– One of the most expensive mistakes when working as a guard is to lose the site keys. These keys often access every door on the site and sometimes other sites as well. If the keys were lost, then to protect the security integrity of the site, it would then be necessary to re-key every lock in the building and make new keys for everybody. This is an expensive project, which is usually passed along to the security firm that hired the guard in the first place, and most times passed by that firm along to the individual guard.
• Never take your eyes away from your duties– With two guards at the same post, there is no reason why the integrity of site security should be compromised. It can be difficult as guards often interact with each other, taking their attention away from their assignments and duties. Criminals know this and often their locations at shift changeover which increases the ability to enter undetected. At all times, one of the guards should be focused on the changeover, while the other guard remains focused on the site. If there is corroboration required when changing over then the guards can switch positions intermittently to complete both duties. In cases where the guard is not at a fixed post, then the shift handover can occur in the security office. If so, then a member of the site management should be informed when shift changeover is taking place so they can assist in the monitoring of the site during this time if required.
• Sign in– Once you’ve relieved the out-going guard, you must usually sign in with the security agency or employer. This should only occur after you have met the other requirements of the shift handover.

Crime is about having the opportunity and availability to commit the offence. By focusing diligently on efforts during shift changeover, we can ensure that there are no deficiencies in perimeter security.