Using Digital Systems & Manual Backups
In today’s Security Control Rooms (SCRs), technology plays a vital role in managing incidents, monitoring activity, and recording events. From CCTV systems and access control software to digital logging tools, modern operators rely heavily on these systems to maintain safety, accuracy, and compliance.
But even the best technology can fail. Power outages, network issues, or software faults can occur when you least expect them. That’s why every professional SCR Operator must not only know how to use digital systems effectively but also how to switch seamlessly to manual backup procedures when required.
Your ability to adapt ensures operational continuity, compliance with SIA, ACS, BSI, and NSI standards, and most importantly, the safety of people and property.
Why Both Systems Matter
Technology speeds things up, but professionalism keeps things running. A digitally reliant control room without manual backup plans risks losing vital information during a fault. According to ACS audit findings, nearly 40 percent of compliance breaches during incident reviews occur because data wasn’t properly logged when systems failed.
Digital systems offer precision, automation, and easy retrieval of data, while manual backups provide reliability, flexibility, and peace of mind when the unexpected happens.
In short, one complements the other.
Common Digital Systems in the Control Room
Every modern SCR relies on an ecosystem of connected digital tools designed to improve security operations and evidence management.
| System Type | Purpose | Compliance Link |
|---|---|---|
| CCTV and Recording Software | Monitors live footage, records incidents, and provides evidence for investigations. | Must comply with BSI BS 7958 and Data Protection Act 2018. |
| Incident and Log Management Software | Records, timestamps, and stores all incident details in real time. | Supports ACS and NSI audit requirements. |
| Access Control Systems | Tracks personnel movements and secures restricted areas. | Reinforces SIA security conduct standards. |
| Alarm Monitoring Systems | Alerts operators to intrusions, fire, or system faults. | Part of BSI BS 7499 operational procedures. |
| Communication Platforms | Manages internal radio and external communication channels. | Must ensure confidentiality under company policy and UK GDPR. |
Tip: Always double-check that your digital systems are synced, functioning correctly, and time-stamped accurately. Even a minute’s delay in recording can affect compliance.
When Systems Fail, Switching to Manual
Technology is reliable most of the time, but control rooms must always prepare for “what if” scenarios. Manual logging and reporting are your safety net when digital systems stop working.
Here’s how to handle it professionally:
Stay Calm and Notify: Report the system fault to your supervisor immediately. Never attempt unapproved fixes.
Activate the Manual Log: Use approved paper-based templates, notebooks, or printed forms. These should be pre-prepared and stored securely within the control room.
Record Continuously: Continue logging all incidents, alarms, and communications by hand. Keep times, dates, and names clear.
Maintain Consistency: Follow the same format as your digital logs, time first, action second, details third.
Transfer Data When Restored: Once systems are back online, input your manual notes into the digital log, marking them as “manual backup entry”.
Example:
During a network outage, an SCR Operator at a large retail site used manual logs to record a series of fire alarm activations. Later, when digital systems were restored, they transferred the data accurately. The logs were later audited during an NSI inspection, and the site was commended for maintaining full compliance despite the fault.
Key Considerations for SCR Operators
Managing both digital and manual systems effectively is part of professional control room resilience.
Be Prepared: Always know where backup logbooks, forms, and pens are stored.
Keep Logs Secure: Manual records must be locked away once complete, in accordance with Data Protection and BSI storage standards.
Avoid Duplication Errors: If both systems are running, log each incident only once to prevent confusion.
Audit Trail Integrity: Always note who made the entry and at what time. Consistency ensures traceability.
Training is Essential: Regularly practise switching between digital and manual methods during drills.
Tip: Treat manual logging with the same importance as digital recording. Regulators don’t judge your tools, they judge your accuracy, consistency, and professionalism.
Real-World Example: The Backup that Saved the Day
At a transport hub in Manchester, a lightning strike knocked out power for ten minutes, disabling digital systems. The SCR Operators immediately switched to manual logs and used radio communication to maintain situational awareness. When systems came back online, every entry was transferred and verified.
During a later audit, the ACS assessor praised the team for their quick adaptation and compliance, noting that “professional logging discipline maintained operational integrity despite the fault.”
Tip: Technology can fail, but a prepared operator never does.
Common Mistakes to Avoid
Even well-trained SCR Operators can make errors during system downtime. Avoid these pitfalls:
Failing to start manual logs immediately after system failure.
Writing vague or incomplete details without timestamps.
Neglecting to transfer manual entries to the digital system.
Leaving manual logs unsecured or unlabelled.
Forgetting to log the time systems went offline and back online.
Consequence: Missing or inconsistent records can lead to non-compliance during ACS or NSI audits, disciplinary action, or reputational damage for the organisation.
Staying Professional and Prepared
As an SCR Operator, your professionalism is measured by how well you manage both technology and contingency. You must be ready for anything, whether systems run smoothly or stop unexpectedly.
Remember:
Digital systems may drive efficiency, but manual backups protect your credibility. Your attention to detail, calm response, and commitment to accurate logging ensure compliance with SIA, ACS, BSI, and NSI standards, even when technology falters.
In security operations, it’s not about what fails, it’s about how you respond. Stay ready, stay professional, and you’ll always stay in control.
