Electronic Daily Occurrence Book (DOB) Tutorial

Welcome to the electronic daily occurrence book (DOB) tutorial.

The SIRV DOB is ideal for security guards, security managers and clients who are looking to make operational efficiencies and reduce their carbon footprint. 

Most security teams record daily events using a physical daily occurrence book (DOB). The DOB consists of triplicate carbon copies accessible to security teams.

In the event of an incident a DOB is referred to as a source of evidence, similar to the way CCTV is used. It’s therefore important for a DOB to be tamper proof and securely stored for future reference.

Over the last few years a number of organisations have moved from paper DOBs to cloud based electronic DOBs. The following tutorial takes an in-depth look at the SIRV DOB. 

Overview: Electronic Daily Occurrence Book

(Note: this tutorial does not cover the use of the Threat AI for instances such as protests in your area.)

The DOB appears like a paper DOB. Therefore, it should be familiar to users. 

It can be used in isolation or with other SIRV features. But, an advantage of using all the SIRV features is many of these will auto-post into the DOB. For example:

• Incidents
• Events
• Security patrol

The following video takes you through the basics of where to find the DOB and how to:

• Create a line entry
• Link an entry to an event or incident
• Search recorded DOBs and download into Microsoft Excel  
• Make new versions of an existing entry

Access Rights

You can limit access to the SIRV DOB by going to:

Settings>Roles.

Once a new role has been created you can attribute users to that role. You decide access to: 

• Configure a DOB
• ‘Open New’: Open and close a DOB if an Administrator
• ‘Open Existing’: View an already opened DOB 
• Search historic DOBs

Discover all new permission feature: fine grain permissions

Additional Entries

The below video shows a DOB updating automatically to reflect guard patrols, incidents / events and entries made by the SIRV mobile application. But, if you’re unsure what to enter in a DOB, check out our article on how to write a daily occurrence book.

The DOB allows users of the mobile app to make entries into the DOB. The below screenshot appears on the mobile app. See Settings>DOB Line Items:

This is a useful feature when users are away from their PC or laptop. It can also be relied upon whenever there’s a data outage. Because the app continues to function and store information locally. As a result, information is sent as soon as data connection is made again. 

Multiple Users

The SIRV DOB can be seen and edited by multiple users.

One user can open a DOB on a PC and multiple other users can use that same PC to make their own entries. Every entry requires a username and password, creating an audit trail.

More than one user can view and edit the same DOB from different PCs.

At the bottom of the DOB there’s a small synchronisation button. Depressing this button instructs the DOB to synchronise with any other users that have made an entry in the same DOB. This action is automated to occur every 60 seconds. 

Configuring the DOB

Every site on SIRV can have one DOB attributed to it. To build more DOBs you need to create more sites, which is simple. Go to: Settings icon>Site & location.

Configure DOB:

• Tags: This can be a useful way of identifying a particular DOB, beside its name.
• Checks: These are switch boxes that offer an answer to the question  ‘Yes/No’ or ‘Complete/Incomplete’.
• Line Item Categories: Select common events, such as check calls, visits etc.

Make use of these criteria to keep searches quick and easy.

FAQs

• How long can a DOB be open?

As long as you like. However, most users keep it open for only a shift. 

• What happens if you post an entry to a DOB using the mobile security app and a DOB is not open?

The post goes to the next closest DOB.

• Why can’t the mobile app view the DOB?

The SIRV mobile app is limited to only making entries in the DOB. This is because mobile phone connections are considered not as secure as web browser connections

Why get an electronic occurrence book 

If you need help going online, here are 11 reasons to ditch the paper daily occurrence book.