🛡️ Security Services

Complete document roadmap – 108 core documents

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Document Roadmap

R 700

Complete list of 108 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Licences (7 docs)

✔	Document	Description
	SC-001 – CIPC Registration Certificate	Proof of company registration
	SC-002 – Memorandum of Incorporation (MOI)	Company constitution
	SC-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance
	SC-004 – PSIRA Registration Certificate	Private Security Industry Regulatory Authority
	SC-005 – PSIRA Business Licence	Required for security operations
	SC-006 – Firearm Licences Register (if armed)	For each armed guard
	SC-007 – B‑BBEE Certificate	For tenders

Phase 2: Governance & Admin (8 docs)

✔	Document	Description
	SC-008 – Register of Directors	Board governance
	SC-009 – Share Register (if Pty Ltd)	Shareholder records
	SC-010 – Conflict of Interest Register	Ethics compliance
	SC-011 – Board Meeting Minutes Template	Governance record
	SC-012 – Annual Return (CIPC) filing record	Compliance proof
	SC-013 – Company Policies Index	Master policy list
	SC-014 – Code of Conduct (Board)	Director behaviour
	SC-015 – Code of Ethics (Company)	Company values

Phase 3: Contracts & Client Docs (12 docs)

✔	Document	Description
	SC-016 – Service Level Agreement (SLA) – Master Template	Core contract
	SC-017 – SLA – Site‑Specific Addendum	Per client site
	SC-018 – Site Security Instructions / Post Orders	Duties per site
	SC-019 – Quotation / Proposal Template	For tenders
	SC-020 – Non‑Disclosure Agreement (NDA)	Confidentiality
	SC-021 – Client Induction Checklist	New site setup
	SC-022 – Access Control Register Template	Daily logs
	SC-023 – Key Register Template	Key control
	SC-024 – Visitor Register Template	Per site
	SC-025 – Vehicle Access Register	Gate control
	SC-026 – Incident Report Form (Client Copy)	For client reporting
	SC-027 – Contract Renewal / Termination Letter Template	Admin

Phase 4: Human Resources (15 docs)

✔	Document	Description
	SC-028 – Employment Contract – Security Guard (Permanent)	Standard employee
	SC-029 – Employment Contract – Security Guard (Casual)	Flexi staff
	SC-030 – Employment Contract – Supervisor	Team lead
	SC-031 – Employment Contract – Manager	Senior staff
	SC-032 – Independent Contractor Agreement	Subcontractors
	SC-033 – PSIRA Registration Form (for employees)	Guard licensing
	SC-034 – Code of Conduct (Employees)	Behaviour rules
	SC-035 – Shift Roster Template	Weekly schedule
	SC-036 – Attendance Register (Daily)	Sign‑in / sign‑out
	SC-037 – Uniform Issue Register	PPE tracking
	SC-038 – Training Record – Firearms	Armed guards
	SC-039 – Training Record – First Aid	First aiders
	SC-040 – Training Record – Basic Security	Induction
	SC-041 – Disciplinary Code & Procedure	HR compliance
	SC-042 – Leave Application Form	Staff requests

Phase 5: Operations & Site Management (15 docs)

✔	Document	Description
	SC-043 – Daily Occurrence Book (DOB) Template	Primary log
	SC-044 – Shift Handover Report	Between shifts
	SC-045 – Patrol Log (Foot / Vehicle)	Route tracking
	SC-046 – Incident Report Form (Internal)	Detailed report
	SC-047 – Accident / Injury Report	Health & safety
	SC-048 – Vehicle Log Sheet	For patrol vehicles
	SC-049 – Equipment Sign‑Out Register	Radios, torches, etc.
	SC-050 – Firearm Sign‑Out Register (if armed)	Strict control
	SC-051 – Key Register (Detailed)	Per key, per person
	SC-052 – Alarm Activation Log	Response records
	SC-053 – CCTV Footage Request Form	Evidence requests
	SC-054 – Lost Property Register	Guest items
	SC-055 – Search Register (Vehicle / Person)	Access control
	SC-056 – Emergency Contact List (per site)	Quick reference
	SC-057 – Site Inspection Checklist (Daily)	Quality control

Phase 6: Health & Safety (10 docs)

✔	Document	Description
	SC-058 – Occupational Health & Safety (OHS) Policy	Company H&S
	SC-059 – Risk Assessment – General	Workplace hazards
	SC-060 – Risk Assessment – Per Site	Site‑specific
	SC-061 – Safe Work Method Statement	Task safety
	SC-062 – First Aid Kit Register	Inventory
	SC-063 – Fire Equipment Inspection Log	Extinguishers
	SC-064 – Fire Drill Log	Evacuation practice
	SC-065 – Personal Protective Equipment (PPE) Register	Gear tracking
	SC-066 – Health & Safety Committee Minutes	Compliance
	SC-067 – OHS Training Record	Staff certification

Phase 7: Finance & Suppliers (8 docs)

✔	Document	Description
	SC-068 – Invoice Template	Client billing
	SC-069 – Supplier Invoice Register	Payments tracking
	SC-070 – Payroll Register	Staff wages
	SC-071 – Petty Cash Log	Small expenses
	SC-072 – Uniform Purchase Register	Stock control
	SC-073 – Equipment Purchase Register	Assets
	SC-074 – Client Payment History	Accounts receivable
	SC-075 – Bank Reconciliation Template	Monthly finance

Phase 8: Equipment & Assets (6 docs)

✔	Document	Description
	SC-076 – Asset Register (Master)	All company assets
	SC-077 – Vehicle Maintenance Log	Service records
	SC-078 – Two‑Way Radio Register	Issue/tracking
	SC-079 – Uniform Stock Take	Quarterly count
	SC-080 – Equipment Calibration Log	If applicable
	SC-081 – Asset Disposal Form	Retirement of assets

Phase 9: Training & Development (6 docs)

✔	Document	Description
	SC-082 – Training Needs Assessment	Annual review
	SC-083 – Training Attendance Register	Per course
	SC-084 – PSIRA Grade Training Certificates	Compliance proof
	SC-085 – First Aid Certificate Register	Expiry tracking
	SC-086 – Firearm Proficiency Records	Annual shooting test
	SC-087 – Refresher Training Schedule	Ongoing competency

Phase 10: Forms & Templates (10 docs)

✔	Document	Description
	SC-088 – Employee Personnel File Checklist	New starter
	SC-089 – Incident Report Form (Short)	Quick capture
	SC-090 – Witness Statement Form	Investigations
	SC-091 – Client Complaint Form	Feedback
	SC-092 – Request for Leave	Staff admin
	SC-093 – Overtime Authorization Form	Payroll
	SC-094 – Vehicle Inspection Checklist (Daily)	Safety
	SC-095 – Site Opening/Closing Checklist	Daily routine
	SC-096 – Contractor Induction Form	Third parties
	SC-097 – Termination Checklist	Offboarding

Phase 11: Marketing & Business Development (6 docs)

✔	Document	Description
	SC-098 – Capability Statement (Company Profile)	For tenders
	SC-099 – Services Brochure	Client handouts
	SC-100 – Client Testimonial Log	Reputation
	SC-101 – Tender Checklist (PSIRA, CIDB, etc.)	Compliance
	SC-102 – Marketing Plan (Security)	Growth strategy
	SC-103 – Social Media Policy (for staff)	Brand protection

Phase 12: Legal & Insurance (5 docs)

✔	Document	Description
	SC-104 – Public Liability Insurance Certificate	Cover proof
	SC-105 – Goods‑in‑Transit Insurance (if mobile)	Cargo cover
	SC-106 – Workmen's Compensation (COIDA)	Employee injuries
	SC-107 – Legal Compliance Checklist	Annual audit
	SC-108 – Data Protection / POPIA Policy	Client data

📁 File Directory Structure

Security Company (Pty) Ltd/
│
├── 01 Registration & Licences/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── PSIRA_Certificate.pdf
│   ├── Firearm_Licences/ (folder)
│   └── Business_Licence.pdf
│
├── 02 Client Contracts/
│   ├── Client_Name_1/
│   │   ├── SLA_signed.pdf
│   │   ├── Site_Instructions.pdf
│   │   └── Site_Risk_Assessment.pdf
│   └── Client_Name_2/ ...
│
├── 03 Human Resources/
│   ├── Employee_Contracts/
│   ├── PSIRA_Guard_Registers/
│   └── Training_Records/
│
├── 04 Operations/
│   ├── Daily_Occurrence_Books/ (by month)
│   ├── Patrol_Logs/ (if mobile)
│   ├── Key_Register.xlsx
│   └── Visitor_Registers/ (per site)
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Site_Risk_Assessments/ (by client)
│   ├── Incident_Reports/ (by date)
│   └── First_Aid_Register.xlsx
│
├── 06 Finance/
│   ├── Invoices_Issued/
│   ├── Payroll_Records/
│   ├── Petty_Cash_Log.xlsx
│   └── Supplier_Contracts/
│
├── 07 Equipment & Vehicles/
│   ├── Uniform_Stock_Register.xlsx
│   ├── Vehicle_Logs/ (per vehicle)
│   └── Equipment_Maintenance_Log.xlsx
│
└── 08 Marketing & Legal/
    ├── Capability_Statement.pdf
    ├── Services_Brochure.pdf
    ├── Public_Liability_Insurance.pdf
    └── POPIA_Policy.pdf

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