- Owner
- Security Manager
- Effective date
- September 15, 2026
- Review cycle
- Every 12 months
1.Purpose
To make sure no post is left uncovered and no open issue, key or piece of equipment is lost or forgotten when one guard's shift ends and the next begins.
2.Scope
Applies to every shift change between security guards at a staffed post, including the control room and any post using shared equipment or keys.
Definitions
- Shift log
- The written or electronic record of events, issues and handover notes for a shift, signed by both outgoing and incoming guards.
- Equipment inventory
- The list of keys, radios, access cards and patrol devices assigned to a post that must be counted and transferred at handover.
3.Responsibilities
- Outgoing Guard
- Briefs the incoming guard on open issues, transfers equipment and keys, and signs the shift log before leaving.
- Incoming Guard
- Reviews the handover, verifies equipment received, and signs the shift log acknowledging the handover.
- Shift Supervisor
- Spot-checks handover quality and resolves any discrepancy found during the transfer.
RACI matrix
| Activity | Outgoing Guard | Incoming Guard | Shift Supervisor |
|---|---|---|---|
| Brief incoming guard on open issues | R/A | I | I |
| Count and transfer keys and equipment | R | R/A | I |
| Walk the post or checkpoints together | R | R/A | I |
| Sign the shift log | R | R/A | I |
| Spot-check the handover | I | I | R/A |
R = Responsible, A = Accountable, C = Consulted, I = Informed
4.Materials and PPE
Materials, tools and systems
- →Shift log book or electronic logging system
- →Equipment inventory checklist
- →Key and access card register
- →Visitor log for the current day
- →Radio and patrol device chargers
Personal protective equipment
- →Uniform and identification badge
5.Procedure
- 5.1
Arrive early for handover
Incoming GuardThe incoming guard arrives before the scheduled start time so there is enough time to complete a full handover before the outgoing guard leaves.
- 5.2
Review outstanding issues in the log
Outgoing GuardThe outgoing guard reviews the shift log with the incoming guard, covering any open incident, pending task or unusual event from the shift.
- 5.3
Walk the post or checkpoints together
Outgoing GuardWalk the post, gate or assigned checkpoints together so the incoming guard can see current conditions firsthand before taking over.
- 5.4
Check CCTV and alarm system status
Outgoing GuardConfirm the CCTV cameras and alarm system show normal status, and note any camera outage or alarm zone currently bypassed or under maintenance.
- 5.5
Review the visitor log
Outgoing GuardReview who is currently signed in on site, including contractors and after-hours visitors, so the incoming guard knows who should still be present.
- 5.6
Brief on ongoing issues
Outgoing GuardBrief the incoming guard on anything ongoing, such as a broken lock, a blocked exit, scheduled maintenance, or an expected VIP visit.
Warning: An unresolved security issue must be clearly flagged, not left for the next guard to discover on their own.
- 5.7
Count and transfer keys and equipment
Outgoing GuardCount keys, radios, access cards and patrol devices against the equipment inventory checklist, and hand them over item by item with the incoming guard confirming each one.
Checkpoint: Every item on the equipment inventory checklist is counted and confirmed present before handover is complete.
- 5.8
Verify equipment condition
Incoming GuardCheck that radios are charged, keys are the correct set, and patrol scanners or devices are functioning before accepting the handover.
- 5.9
Sign the shift log
Incoming GuardBoth guards sign the shift log entry confirming the handover time, equipment count and any open issues discussed.
Checkpoint: Both the outgoing and incoming guard's signatures appear on the shift log before the outgoing guard leaves.
- 5.10
Confirm the outgoing guard's departure
Outgoing GuardThe outgoing guard leaves the post only after the incoming guard confirms they are ready to take over and has signed the log.
- 5.11
Spot-check the handover
Shift SupervisorPeriodically review completed shift logs and equipment counts to confirm handovers are thorough and issues are being carried forward correctly.
- 5.12
Log the shift change time
Incoming GuardRecord the confirmed shift change time in the control room system so coverage records stay accurate.
6.Quality checks
- →Every shift change has a shift log entry signed by both outgoing and incoming guards.
- →Equipment inventory counts match at every handover with no unexplained shortage.
- →Open issues from the previous shift are documented and carried forward, not lost.
- →No post is left uncovered during the handover window.
7.Records
- →Signed shift log entries
- →Equipment inventory checklist
- →Key and access card register
8.KPIs
- →Percentage of shift changes with a fully signed handover log
- →Number of equipment discrepancies found at handover
- →Average handover duration
9.Common mistakes
- →Leaving before the incoming guard has signed the shift log.
- →Skipping the equipment count because everything usually matches.
- →Not mentioning a broken lock or blocked exit because it seems minor.
- →Handing over verbally without updating the written shift log.
10.Revision history
| Revision | Date | Description | Reviewed by |
|---|---|---|---|
| 1.0 | September 15, 2026 | Initial release | Ilia Pirozhenko |
This is a template. Adapt it to your organization, equipment and local regulations before use.
