Company Overview
Anubis Security is a national operator providing a comprehensive range of security services, including manned guarding, mobile patrols, key holding, alarm response, CCTV, and specialist divisions like drug dog detection.
For Anubis, the SIA Approved Contractor Scheme (ACS) is more than just a badge; it serves as a critical benchmark demonstrating to clients, staff, and regulators that the company leads effectively and delivers consistent improvement.
The Challenge: Growing Pains and Scattered Evidence
As Anubis expanded, maintaining the high standards required for ACS accreditation became increasingly difficult using legacy systems. The company faced several key operational hurdles:
Fragmented Systems: Operational management relied on a mix of spreadsheets, emails, shared folders, and manual chasing.
The "Evidence Gap": While the physical work on the ground was strong, the proof of that performance was scattered and difficult to collate.
Audit Stress: Gathering patrol logs, incident records, training files, and welfare checks for assessments turned into a heavy, last-minute exercise.
Compliance Risk: Assessors require evidence of a "living, consistent system" running year-round, rather than a narrative assembled specifically for audit week.
The Solution: Guardhouse as an Operational Backbone
Anubis implemented Guardhouse to centralise their operations, moving away from disjointed manual processes to a single, unified platform. The solution addressed specific operational needs:
Standardised Digital Workflows
Consistency: Officers now follow standardised workflows, ensuring tasks, patrols, and incidents are captured identically across every site.
Supervisor Tracking: Supervisors schedule and record visits directly within the platform, creating time-stamped outcomes that are easy to track and analyse for trends.
Dynamic Compliance and Training
Training Verification: Guardhouse documents the full training cycle, showing exactly who has completed specific training and when refreshers are due.
SSI Management: The platform tracks adherence to Site Specific Instructions (SSIs). Management can verify that every officer has been briefed on current protocols.
Agility and Responsiveness
Instant Updates: When risk levels or client requirements shift, Anubis can update SSIs instantly. The system pushes these changes to the team and tracks acknowledgments.
Audit Trail: This feature allows Anubis to prove that all guards were clearly informed and given detailed guidance on new procedures immediately.
The Outcome: Always Audit-Ready
The implementation of Guardhouse has fundamentally shifted Anubis's approach to quality assurance and ACS accreditation:
Continuous Readiness: ACS readiness is now a continuous state rather than a yearly event. Issues are captured as they happen, allowing for early pattern spotting and immediate corrective action.
Structured Evidence: When assessors ask for verification on patrol completion or instruction compliance, the evidence is available immediately structured, consistent, and real-time.
Stress-Free Audits: Audits have transformed from a "scramble" into a simple review of daily practices.
"Guardhouse hasn’t replaced leadership or culture — it amplified them, helping us sustain ACS standards confidently, everyday." - Micheala Martin, Finance-HR Manager
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