The Occurrence report is a tool of extreme importance not only for the security of your business, but also to prevent losses and have a constant monitoring and organized the activities that take place in your company. In this article, I brought you some tips on How to prepare a report of occurrence back to Corporate Security, to be presented to senior management.
The main point of a report is your objectivity. The more objective you are, the less it will have higher accuracy and inconsistencies. It is necessary to bear him the main facts of the occurrence, with pictures and documents, which give support to decision-making. Let’s point to point to better understand how to create a report of Occurrence need and goal:
Separate the header in three lines. In the first line, put the name of your area; in the second, put the name of your company; Already in the third row, place than about the report. The first information to be included in the report are intended to make it clear to that sector and area.
Our suggestion of standardization to leave him with a clean and without interferences:
- first line: Calibri font, size 14.5 in bold.
- 2nd row: Calibri font, size 7.5 in bold. We suggest to add a counter of pages.
- 3rd row: Calibri font, size 7.5. For greater clarity, place in order: occurrence, location (establishment) and the date.
The cover should be clear and straightforward with only the information strictly necessary for that is easily accessible.
- Put the brand of the company;
- Document type, example: RO-Report of Occurrence;
- Name of the place of occurrence, example: XXX Store.
- Executive summary
The Executive summary is the summary of the main points of the synthesized occurrence and must be able to communicate and clarify. He needs to be prepared in order to get to the point.
Remember that you will submit written information to a Manager or Director and they have a few minutes to read a report and make a decision. That’s why it’s so important to do it very well and with enough objectivity. Is the Executive summary that will dictate whether the Executive will have interest in reading the entire report .
This is the time where you should describe all facts of thorough way and with important details. The information can be divided into parts:
the) General information:
- Date of occurrence;
- City, location;
- Name of the store;
- Name of the Manager of the store;
- The phone store manager;
- Regional name;
- Regional phone.
- b) sinister-specific information:
- What sinister mode. E.g. theft, burglary, robbery, etc.;
- The store was open or closed?
- The alarm was triggered?
- What time is it?
- The Manager was fired?
- The security company was thrown?
- The police was thrown?
- Sinister attempted or consummated?
- The stock was invaded?
- Happened subtraction of products? Which?
- Happened subtraction of values? How much?
- Values were subtracted from the boxes or safes?
- Security features
This information is important to have a real monitoring of what was written, if there is need to invest in new technologies and what are the resources available to take legal action in relation to the occurrence.
- The store has alarm system? Monitored by who?
- The store has antifurtos systems? What are the solutions installed?
- The store has CCTV? The occurrence was recorded?
- The recorded images are stored/monitored remotely?
- The store has safe? Which?
This is the time to refine and deepen the information about the facts. But, as explained before, always try to be direct and objective.
the Ominous detail:)
Look for detail the accident with all information collected, such as:
- Date and time;
- People involved;
- Characteristics of occurrence;
- “Modus Operandi” of marginals.
- b) Monitoring Report:
If the occurrence happened with the store closed, insert the information from the central monitoring or security company.
- Chronology of the Occurrence
At this point, it is important to break down schedules all timeline of occurrence. If the CCTV system has captured the action, place the images in chronological order.
Insert photos of occurrence, as, for example:
- Place of entry of the miscreants;
- Sites with damage;
- Damaged equipment;
- Other photos that are necessary.
- Actions taken after the occurrence
Notify all the actions that were taken shortly after the occurrence. It is important to detail all actions for which the report for future reference.
- analysis of the facts
At this point, the executor of the report, which must be the same as answered the occurrence, you must put your perception on the summary and objective facts.
Whenever there is an occurrence, recommendations of structural improvement, security or processes should be made. The executor of the report must enter in this field your suggestions for improvements based on the fact occurred.
- Publication of data of who drew up the report
Enter your name and function, as well as the name of your immediate manager and the date.
With this information well aligned and the details required, and possible to have reports to help avoid future problems such as loss, theft, robberies and even crashes and system failures. A good report of occurrence is an essential tool for the Organization of a company.
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