Safecity 
Record Keeping and Standards

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Safecity keeps accurate records of all its transactions.  We use different types of record keeping according to the type of activities conducted.

Record of Security Assignments

Security Services are recorded using the following instruments:

• Standard Client Log Book: contains standing orders, reports of daily activities.

 
• Minor Incident Log Book: contains incidents which aroused the suspicion of security officers, maintenance report and events of a minor nature.

 
• Major Incident Log Book: contains serious incidents which are most likely to end up in litigation or court action.  For example, an accident resulting in injuries, where threats have been made, use of force was necessary, or an arrest has been carried out.

Records are kept indefinitely and are never destroyed.  In order to conserve physical space we are now digitizing all our records.  The records are transferred to CD-ROM for archival status.

Operative records are available to clients, police and other authorized persons.  Clients' records may not be viewed without the permission of the client.  

All Safecity's records are password protected and stored in a vault.  CD-ROMS are stored in safes.
 

Training Activities Records

• Safecity began keeping records of training activities right from the start.  We now hold comprehensive records of over 3000 students.  
• The Academy is one of the few to hold complete records of all its students--even for periods where record keeping was not compulsory.
• Safecity keeps all applications, training records, assessment activities and Training Delivery Staff assessments.  These are currently stored in paper form.  
• To conserve space Safecity has commenced scanning documents.  These will be stored in encrypted PDF format in CD ROM archive files.
• Under AQTF standards all registered training organizations are required to keep records of training activities, students competency reports and other administration requirements.  
• Safecity goes a step further by also storing all assessment activities.
• As with our operational records, Safecity  uses Microsoft Access and has designed a comprehensive database which satisfies legislative and marketing requirements.
• Records are kept indefinitely and are never destroyed.
• Records are available to course participants, police and other authorized persons.  Clients' records may not be viewed without the permission of the client.  

• All Safecity's records are password protected and stored in locked cabinets.  CD-ROMs are stored in safes.
    
  
  General Administration Records
  

• Safecity keeps records of all correspondence, incoming and outgoing E-mail and details of all telephone enquiries.  We also keep a record of all staff (administrative and TDS).

• These records are also kept using the same standards used in operational and training records.