ACS readiness toolkit — On The Shift

To be clear about what this is. The ACS is assessed by a UKAS-accredited certification body against how your business operates. No software can grant approval, and this toolkit is not an assessment. What it can do is gather the records you already hold and show you the gaps early.

The checklist

What an assessor will ask you to produce

Grouped the way the assessment is, with the records that answer each one. Tick what you could lay your hands on today — nothing is stored or sent.

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16 still to find

Strategy

Documented policies, reviewed and datedHealth and safety, equal opportunities, data protection, whistleblowing — with evidence staff have read them.Business plan and objectivesWhere the business is going, and how quality is measured against it.

Commercial relationships

Signed contracts and agreed service levelsWhat each client bought, at what rate, and what you committed to deliver.Site-specific assignment instructionsCurrent, published, and acknowledged by the officers who work the site.Client review recordsEvidence you meet clients and act on what they say.

Service delivery

Attendance records against the rosterWho was booked, who actually attended, and what happened when they didn't.Patrol and checkpoint evidenceProof the round was walked, not signed for afterwards.Incident reports and the occurrence bookTimestamped, attributable and retained.Complaints and corrective actionsLogged, investigated, closed — with dates.Lone-worker arrangementsCheck calls, escalation and what happened when one was missed.

People

SIA licence registerNumbers, categories and expiry dates for every licensable officer.BS 7858 screening filesFive years of history, references returned, right to work verified, gaps explained.Training and induction recordsIncluding site-specific induction, with expiry dates.Working-time complianceHours worked against limits, and rest between shifts.

Leadership & improvement

Management review minutesEvidence the numbers are looked at and decisions follow.Performance data over timeOn-time rate, complaints, turnover — trending, not a snapshot.

Where software helps

Eleven of those sixteen are records you already generate

Attendance, patrols, incidents, complaints, check calls, licences, screening, training, working time, client instructions and performance trends are all produced by running the operation. The problem is that they usually live in six places.

The evidence pack pulls them for a date range you choose, marks what is missing, and prints. It is generated fresh each time, so nothing goes stale between generating it and the assessment — and the gaps are the point. A pack that claims to be complete when it is not is worse than no pack.

Try it on your own data

The ACS evidence pack screen, generated for a chosen date range, listing sections held and sections with nothing recorded

Assessment coming up?

Load your licences and screening files first. Most companies find two or three surprises in the first hour — better now than during the assessment.

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