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DATE OF ISSUE: 23 September 2023 SOP NO: 012

JOB CATEGORY:GENERAL
TASK:DOCUMENTATION(OCCURRENCE BOOK) PART: 1OF 2
STANDARD:COMPETENCY IN USE OF THE OB
VERSION: 1 PAGE: 1 OF

DOCOMENTATION: is putting down information in written records for future use.

OCCURANCE BOOK: Is a diary or note book where all events and activities that take place in the
assignment/site/area of duty whether routine or non-routine are documented or written down for
future reference.
STANDARD FORMAT OF THE OCCURRENCE BOOK
OB DATE TIME NATURE OF OCCURENCE SIGNATURE REMARKS
NO

MAKING ENTRIES IN THE OB

1. Use the twenty four (24) hours clock format in all entries.
2. A new day starts at 00:00 hours and it’s called OB opening.
3. The day ends at 23:59 hours and it’s called OB closing
4. Both opening and closing is done by the night shift officer reason being that they will still be
on duty.
5. Ruling of the OB and other registers is done by the night shift.
TAKING OVER AND HANDING OVER DUTIES
1. Every time you report on duty at the start of you shift its called TAKING OVER DUTIES
2. Every time you leave duty at the end of your shift it’s called HANDING OVER DUTIES.
3. Make entries in the OB appropriately
 State your name
 State the name of who you take over from /hand over to.
 Nature and state of what you take/hand over.
 In your entry affirm that the two of you were together during the whole process of
handing over.
 State the nature and state of what you are taking over.
4. Make entries as they occur for time and event concurrence.
5. Sign after every entry you make.
6. Reference date and time
7. Avoid leaving gaps and spaces in your entries
8. Draw line on any space/gap left after making an entry.
9. Do not overwrite/white out/rub out/erase but cross out with a line and initial or sign.
10. Do not allow unauthorised persons to write or read the OB

Developed by:
KENNEDY KARURI
FOR: DITAN SECURITY SERVICES MOMBASA
©KENKARURI2023
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