2.3 Notebook and Daily Occurrence Book (DOB) Entries

Notebook and Daily Occurrence Book (DOB) Entries

In the professional security industry of Qatar, accurate record-keeping is a legal and operational necessity. The pocket notebook carried by a security officer and the Daily Occurrence Book (DOB) maintained at the security desk are official documents. Under the regulations of the Qatar Ministry of Interior (MOI), these records can be subpoenaed and used as evidence in Qatari courts during criminal investigations or civil disputes. Therefore, security officers must master the rules of notebook management, follow strict logging standards, make corrections properly, and conduct thorough shift handovers.

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The Legal and Operational Status of Security Logs

Every entry made in a security log must be accurate, factual, and written at or near the time of the event. Security records serve several critical functions:

• Legal Evidence: They provide a chronological, contemporaneous record of events that can assist police (Al-Fazaa) and investigators.
• Accountability: They prove that guards are performing their patrols, safety checks, and duties as contracted.
• Information Sharing: They ensure that supervisors, management, and relief guards are fully informed of all incidents, maintenance issues, and visitor movements.

Because these documents are legally binding, there are strict rules governing how they are kept.

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Pocket Notebook Management: The ELBOW Rule

A security officer's pocket notebook is a personal record of their daily activities. To ensure that the notebook's integrity cannot be questioned in court, guards must strictly adhere to the ELBOW rule. This rule is a standard operating procedure recognized globally and enforced by Qatari security managers.

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General Rules for Writing Entries

To maintain the professional standard required by the Qatar MOI, guards must follow these fundamental rules when writing in their pocket notebooks or the DOB:

1. Use Permanent Ink: All entries must be written in permanent black or blue ink. Never use pencils, gel pens that can smudge, or erasable ink.
2. Write Legibly: Print clearly. If an investigator or supervisor cannot read your handwriting, the log is useless.
3. Use the 24-Hour Clock: To avoid confusion between AM and PM, all times must be recorded using the 24-hour format (e.g., 08:00 for 8 AM, and 20:00 for 8 PM).
4. Be Factual and Objective: Record only facts—what you saw, heard, or did. Do not include personal opinions, guesses, or emotional statements. For example, write: "Individual was shouting and waving arms," instead of "Individual was angry and crazy."
5. Log Chronologically: Record events in the exact order they occur. Do not wait until the end of the shift to write all entries from memory.
6. Include Specific Details: When documenting an incident, record complete details, including:
   • Full names and Qatar ID (QID) numbers of individuals involved.
   • Vehicle details (make, model, color, and license plate numbers).
   • Exact location within the facility.
   • Actions taken by the guard (e.g., "Informed Supervisor Ali, contacted Al-Fazaa").

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Making Corrections Properly

Despite best efforts, mistakes will occasionally happen when writing logs. Because erasures and correction fluids are strictly prohibited, security officers must use the approved correction method:

• Draw a Single Line: Draw a single horizontal line through the error. This ensures the original mistake remains visible to readers, maintaining transparency.
• Write the Correction: Write the correct information immediately next to or above the crossed-out text.
• Initial the Change: Place your initials and the date next to the correction to take responsibility for the edit.

Example of a correct correction: "Patrol completed at 14:15 14:30 (initials: JD)"

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Shift Handover Procedures

The transition between shifts is a high-risk period for security lapses. A proper shift handover ensures that security operations continue seamlessly without a gap in protection. During a handover, the outgoing guard must brief the incoming guard and physically hand over all equipment.

The Shift Handover Checklist

Before the outgoing guard is permitted to leave their post, both guards must complete the following steps:

1. Verify Keys and Access Cards: Perform a physical count of all keys, master keys, and access cards. Note down any missing keys immediately in the DOB.
2. Inspect Equipment: Test security equipment, including radios, flashlights, metal detectors, and patrol devices, to ensure they are fully operational and charged.
3. Review Log Entries: The incoming guard must read the DOB entries from the previous shift to understand outstanding issues, expected deliveries, or ongoing maintenance work.
4. Conduct a Verbal Briefing: The outgoing guard must verbally brief the incoming guard on any active incidents, suspicious activities, or specific instructions from management.
5. Sign the DOB: Once both guards are satisfied, they must sign the DOB. The entry should state the exact time of the transfer and include signatures, names, and ID numbers of both the outgoing and incoming officers.