Documentation the business depends on.
WHAT TO KEEP FOR EVERY EMPLOYEE
Vetting file: identity, address, references, guarantors
Contract Training records Deployment history Disciplinary records Equipment issued
WHY THE VETTING FILE MATTERS MOST
It is the first thing examined after an incident.
WHAT TO KEEP PER SITE
The contract and its scope Site instructions Risk assessment Deployment records Patrol and visit records Incident reports Supervisory visit records Client communications
WHAT TO KEEP FOR SYSTEMS WORK
As-installed documentation Device locations and settings Testing records Service history Client training records
WHY AS-INSTALLED DOCUMENTATION
Systems are serviced by people who did not install them.
WHAT TO RETAIN AND FOR HOW LONG
Per the applicable requirements, and longer for anything relating to an incident.
WHY LONGER FOR INCIDENTS
Claims and proceedings arise years afterwards.
WHAT TO PROTECT
Records themselves, since they contain client vulnerabilities.
WHY THAT MATTERS ACUTELY
Site plans, alarm codes and routines in the wrong hands are dangerous.
WHAT TO ESTABLISH
Restricted access, and control over copies.
WHAT TO DO ABOUT DEPARTING STAFF
Recover everything, and change what they knew.
WHAT THAT MEANS
Codes, keys and access details.
WHY
It is a standard and frequently omitted step.
WHAT TO RECORD
That it was done.
