Security Services Document Roadmap

📁 File Directory Structure

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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


   
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

Legacy Launchpad

🛡️ Security Services

📋 Document Roadmap

Phase 1: Registration & Licences (7 docs)

Phase 2: Governance & Admin (8 docs)

Phase 3: Contracts & Client Docs (12 docs)

Phase 4: Human Resources (15 docs)

Phase 5: Operations & Site Management (15 docs)

Phase 6: Health & Safety (10 docs)

Phase 7: Finance & Suppliers (8 docs)

Phase 8: Equipment & Assets (6 docs)

Phase 9: Training & Development (6 docs)

Phase 10: Forms & Templates (10 docs)

Phase 11: Marketing & Business Development (6 docs)

Phase 12: Legal & Insurance (5 docs)

📁 File Directory Structure