Notes made close to the time of an event can support accurate reporting by preserving details before memory fades or later information changes the writer’s recollection.
At a glance
- Ontario training addresses recording relevant factual data and circumstances in a notebook.
- Evidence-related training includes preservation and presentation considerations.
- Clear notes can help distinguish what was observed at the time from information learned later.
What this means in practice
The official rules establish a baseline, but a workable security assignment still needs property-specific decisions. The client and provider should turn general requirements into clear instructions about what is checked, who can authorize exceptions, what must be documented and when another authority takes over.
Questions to confirm
- Was the note made during or soon after the event?
- Are corrections made transparently rather than silently changing the record?
- Can later information be separated from the original observation?
Picture this at your property
A guard sees a person leave through a side door and later learns the person was an employee. The original note should preserve the observed event; the later identity can be added as subsequent information.
The value of the example is the decision process: identify what is known, what remains uncertain, who has authority, and what information should be preserved for follow-up.
Practical takeaway
The strongest security process is usually the one that makes responsibilities, observations and escalation clear. That creates a service that can be understood and reviewed without overstating what security can guarantee.
Official sources & verification
1. Section 4: Report writing — Government of Ontario
2. Section 7: Canadian legal system — Government of Ontario
3. Section 9: Effective communications — Government of Ontario
Last reviewed: 2026-08-08. This resource is general information for security planning and service discussions. It is not a guarantee that crime, loss, injury or other incidents will be prevented, and it does not replace a site-specific assessment, client instructions, emergency plans, regulator requirements, insurer requirements or legal advice.