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Daily Occurrence Book: Examples, best practices and software guide

Kinexio

10 June,2026

1 min read

Need a short guide on the benefits of a digital Daily Occurence Log, to share with colleagues?

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DOL Guide PDF Download

A Daily Occurrence Book (DOB) is one of the most important records in any security operation. It provides a chronological account of events, activities and observations throughout a shift, helping security teams maintain situational awareness, demonstrate compliance and create an auditable record of what happened, when it happened and who was involved.

For many organisations, the Daily Occurrence Book remains the single source of truth for day-to-day operations. Yet many teams still rely on paper-based processes that are difficult to search, prone to human error and impossible to analyse at scale.

In this guide, we’ll explore what a Daily Occurrence Book is, what should be recorded, examples of effective entries, and how digital Daily Occurrence Book software is helping modern security teams improve visibility, accountability and operational efficiency.

What is a Daily Occurrence Book?

A Daily Occurrence Book is a record of routine security, operational and safety-related events that occur throughout a shift or working day.

Traditionally maintained as a physical logbook, the Daily Occurrence Book allows security officers and operational teams to record observations, incidents, patrols, contractor visits, maintenance issues and other noteworthy activities in chronological order.

The terms Daily Occurrence Book (DOB) and Daily Occurrence Log (DOL) are often used interchangeably. While some organisations still refer to a physical “book,” digital systems have increasingly adopted the term “log” to reflect electronic record keeping.

A Daily Occurrence Book, or log creates:

A clear audit trail of events
Improved shift handovers
Evidence of completed duties
Greater operational visibility
Historical records for investigations and reporting

What should be recorded in a Daily Occurrence Book?

The purpose of a Daily Occurrence Book is to capture relevant events that could impact the safety, security or operation of a property.

Typical entries include:

Security Events

> Suspicious persons
> Anti-social behaviour
> Trespassing incidents
> Alarm activations
> Security patrol observations
> Lost and found property

Operational Activities

> Contractor arrivals and departures
> Deliveries and collections
> Tenant requests
> Building maintenance issues
> Utility outages

Health and Safety Events

> First aid incidents
> Slips, trips and falls
> Hazard reporting
> Fire alarm testing
> Emergency evacuations

Administrative Activities

> Shift handovers
> Key movements
> Access card issues
> Visitor management activities
> Equipment checks

Examples of daily events recorded in a DOL

The quality of information recorded is often more important than the quantity.

Below are examples of effective Daily Occurrence Book entries.

08:15

11:42

14:07

17:33

Contractor Arrival

Electrical contractor from ABC Services arrived on site to undertake planned maintenance in Plant Room B. Signed in at reception and issued visitor pass. Escorted by Facilities Manager.

Suspicious Behaviour

Two individuals observed loitering near service entrance. Security officer attended location and conducted welfare check. Individuals left site without further incident.

First Aid Incident

Visitor reported minor injury following trip hazard outside main entrance. First aid administered. Incident recorded and Facilities Team notified to inspect area.

Maintenance Issue

Water leak identified in Level 2 washroom. Facilities Team informed and temporary signage installed to restrict access.

Paper security log book vs digital Daily Occurrence Log

Many organisations continue to use paper-based Daily Occurrence Books because they are familiar and easy to implement.

However, paper systems create several operational challenges:

Paper security log books

Digital Daily Occurence Log

Common Challenges with Paper Records

Illegible handwriting
Missing or incomplete entries
Difficulty locating historical records
Limited visibility across multiple sites
Time-consuming reporting processes
No photographic evidence
Increased compliance risk

When does a Daily Occurrence Log become an incident?

Not every event recorded in a Daily Occurrence Log requires formal escalation.

A Daily Occurrence Book is designed to record routine operational activities and low-risk events.

However, certain situations may require a dedicated Incident Management process.

Examples include:

Serious theft
Violent behaviour
Significant health and safety events
Major property damage
Emergency response situations
Regulatory or compliance breaches

In these scenarios, information may initially be recorded within the Daily Occurrence Book before being escalated into a dedicated Incident Management System for investigation and resolution.

The most effective security operations use both systems together, ensuring routine activities and major incidents are managed appropriately.

Best Practices for Managing a Daily Occurrence Log

Record Events Immediately

Details are most accurate when recorded as soon as practical after an event occurs.

Remain Objective

Record facts, observations and actions taken. Avoid assumptions or personal opinions.

Standardise Entries

Using consistent reporting formats improves accuracy and makes information easier to review.

Include Supporting Evidence

Photographs, documents and supporting records provide valuable context and strengthen auditability.

Review Logs Regularly

Supervisors should routinely review entries to identify trends, recurring issues and potential risks.

Define Escalation Procedures

Understand which events remain within the DOL and which require escalation into formal incident management processes.

FAQ

What is a Daily Occurrence Log?

A Daily Occurrence Log is a chronological record of security, operational and safety-related events that occur throughout a shift or working day.

What is the difference between a Daily Occurrence Book and a Daily Occurrence Log?

The terms are generally interchangeable. “Book” traditionally refers to a physical record, while “Log” is more commonly used for digital systems.

What should be included in a Daily Occurrence Log?

Entries should include relevant events, observations, actions taken, locations, times and individuals involved.

Is a digital Daily Occurrence Log better than paper?

Digital systems improve visibility, searchability, reporting, auditability and evidence management compared to traditional paper-based books.

How long should Daily Occurrence Log records be retained?

Retention periods vary depending on organisational policies, regulatory requirements and operational needs.

What is the best Daily Occurrence Log software?

The best solution will provide mobile reporting, audit trails, evidence capture, reporting capabilities and ease of use while supporting your organisation’s operational processes. Kinexio’s DOB is fully auditable, and integrates with 0ur Incident Management System when events need to be escalated

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