Availability
Does this exist, and is it standard or an optional add-on?
Evidence categories
Do not treat different records as the same thing
For every category below, employers should verify availability, access and security, retention periods and whether the record can be securely exported.
Access and security
Who has permission to access it, review it or share it?
Retention and export
How long is it kept, and can it be securely exported?
Audio evidence
- Live audio
- Real-time monitoring during an active alarm.
- Stored audio
- Archived recordings of past incidents.
- Alarm audio
- Specific audio captured at the exact moment of activation.
- Call recording
- Standard voice call records between the user and the receiving centre.
Written records and documentation
- Controller notes
- Manual logs written by the operator handling the alert.
- Written transcript
- Manually prepared, word-for-word text records.
- Automated transcript
- AI- or system-generated text conversion.
- Incident report
- The formal summary compiled after an event closes.
Technical logs and timelines
- Event timeline
- A chronological sequence of the whole incident.
- Activation log
- The technical record of how and when the alert was triggered.
- Escalation timestamps
- Precise timing of when supervisors or emergency services were notified.
- Emergency service contact record
- Direct logs of communications with police or ambulance services.
Location and usage data
- GPS location
- The fixed coordinates transmitted during the alert.
- GPS history
- Breadcrumb tracking leading up to the incident.
- Missed check-in record
- Logs of scheduled safety check-ins that were breached.
- False activation record
- Data on accidental triggers, useful for system calibration.
- Device test history
- Proof that the equipment was functional prior to use.
System access and reporting
- Downloadable report
- The ability to pull compiled PDF or CSV summaries.
- Dashboard access
- Real-time visibility via the provider's software management portal.
- Audit trail
- An unalterable history of who viewed, edited or interacted with the data.
- Data export
- Bulk downloading capabilities for internal servers.
- API access
- Integration options for internal HR or safety software.
Live audio is not the same as stored audio
A responder may hear live audio during an alarm, but that does not prove an audio file is retained or downloadable. Confirm retention, access, privacy and request processes.
A transcript should never be assumed
A transcript may be unavailable, automated, manually prepared or chargeable. Confirm format, accuracy, timescale and who can request it.
Reports should lead to learning
Incident records, false activations, missed check-ins and test history should be reviewed to improve configuration, training and escalation quality.
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