The 3 Things You REALLY Need From Your Incident Report Management Platform

For an incident report management platform to be effective, there are a few key points that just have to be addressed.


#1 Complete Customization

We will dive right in with the biggest point. The incident report management system that your company is completing daily tasks within has to be fully customized to your unique business needs. This should be non-negotiable. How do you make sure you get exactly what YOU need for your business? You have to start with what you know. This means beginning with and building out the documents that you have been using that you already know serve you the best, the ones that you need on an everyday basis. No one knows your security business like you do, don’t try to fit your business into someone else’s vision.

There are platforms that can actually customize starting with your exact documents and CSA360 will help you achieve this step to integrating better software into your daily operations. Most of us wouldn’t consider having someone come in from an outside organization to tell you how to change your business in order to use their software based on what their software can do. That doesn’t make any sense at all. That’s why the software that you choose should be to be able to wrap its process around YOU, not the other way around.


#2 Clarity

If you want your software investment to give you the return on investment that you deserve, then the process laid out for your staff has to be easy, it has to be intuitive. If your software option isn’t convenient and easy to use, you’ll never get your staff 100% on board with using it and you’ll be missing out on the benefits of centralized data (we’ll discuss this in a minute). Difficult to navigate platforms will simply be put it to the side completely, or in the best-case scenario your force will use it but only the minimum needed to get by. If they don’t use it, if they don’t understand it, if it’s not effective and efficient, it’s not going to be useful to you or your company. Here’s the thing, the best and most complete data is derived from leading to completion. Required fields and structured process placement assures that employees are filling out all of the documents to the fullest extent every time thus leading down a path of complete data. And that brings us to the next point…


#3 Real-Time Data Output

Complete data makes all of the difference when it comes to on-going events, alarm situations, emergencies, and even day-to-day activity. That’s how important data is, even the lack of data has something to say, but all in all, it’s very valuable. Let’s not forget about the importance of robust data collection for use down the road to be used in forecasting. Think about this- prior knowledge leads to a decrease in future threats and litigation.

What’s better than synthesized and analyzed data? A live dashboard feed delivering usable, real-time data to make those tough real-time decisions that you may face throughout your day.


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Build Your Best Incident Report Template

In the security industry, it is essential to protect ourselves (and our businesses) from litigation and this means we have to track every detail of what we do. Everything.

Incomplete incident reports commonly lead to an increased litigation risk that can easily be avoided by ensuring proper training for all employees involved in the reporting process. Documenting the most accurate and complete record of events is vital to your operation.

By using an incident report mobile app and/or web application, you can ensure that proper reporting procedure is enforced every time. By utilizing required fields, dropdowns with limited response choices, using built-in Idscan and image capture, you are guiding your guard to a complete and robust report.  Since such a large portion of the data collected is company and guard information, this information can easily be pre-filled by software settings to save time and increase user efficiency.

In the event that an incident must be taken to court, prosecutors much prefer a complete, digital incident report that has standard required fields to ensure a solid report with on-site photos to create a holistic view of events. By introducing and making use of tools such as ID scanning technology, (ours is called IDReader) you can ensure fast, complete and accurate information of all individuals involved in the incident that your force is reporting.

Keep in mind that many legal cases are dismissed or plead out by the defense when a complete, digital, incident report is submitted by the security company.

Download for free on iTunes or Google Play.

A complete incident report that will hold up in the event of dispute or prosecution will include:

  • Full name, address and phone number of your guard company
  • Full name, position, and duty of the responding guard or officer
  • Complete demographic information of all parties involved – victim, witness, suspect
  • Complete factual narrative including specific details, individuals involved, along with photographic evidence
  • Specific locations are vital for future planning as well as the accuracy of reporting

How can you make your reports foolproof?

Just get digital.

We could give you a template to download, but that would just keep you on the analog paper path, and that isn’t going to help your business grow. Instead, let’s explore the benefits to going digital:

  • Digital forms provide the unique ability to add additional individuals (guards, witnesses, victims, suspects) instantly and as needed
  • Digital forms offer only the fields you need, offering extra space to include additional defendants, and reduce excess space to clean up clutter and produce a polished finished product
  • Digital solutions allow complete letterhead and logos on finished reports
  • Digital reporting strategies generate easily searchable data by keyword, location, or event
  • Robust digital reporting produces tracked analytic points that can be used for planning purposes and future incident prevention

Download for free on iTunes or Google Play.

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