The Top 15 Signs You’ve Outgrown Your Guard Tour System

Paper logs were once the pinnacle practice of logging rounds. Fortunately, a lightbulb turned on in someone’s head and they recognized that there had to be a better way. This revelation led to the development of automated guard tour systems. But what exactly is a “guard tour system”?

A simple Google search defines it as “A system for logging the rounds of employees in a variety of situations such as security guards patrolling property, technicians monitoring climate-controlled environments, and correctional officers checking prisoner living areas.” Sound familiar? This definition is applicable across multiple industries, all of which have likely encountered some challenges with their devices.

Early guard tour systems used iButtons, barcodes, and QR codes that were all connected to a proprietary device. With either a scanner or wand, users could scan a checkpoint, allowing electronic records to show when, where, and who logged a check. While these systems, along with paper logs, are still in use across many industries, relying on outdated guard tour technology in corrections is similar to using a DVD player in a world of streaming. 

Jails and prisons nationwide are modernizing their operations to keep pace with technological advancements, upgrading to mobile devices and applications that offer enhanced inmate management and tracking capabilities. While earlier guard tour systems had some functionalities, newer technologies come with embedded upgrades, including JMS integration, inmate-specific logs, real-time cloud reporting, digital video evidence capture, and much more.

If your facility is still using paper logs or a guard tour system without experiencing issues related to team accountability or litigation cases, then more power to you. However, if you've encountered problems, it may be time to consider upgrading to a mobile inmate tracking system. Below is a list of the TOP 15 SIGNS that you’ve outgrown your guard tour system.

Has Your Facility Outgrown Their Guard Tour System?

To answer this question, let’s dive into the top 15 signs that your facility has outgrown their current system:

1. You’re Still Using Paper Logs Alongside Your Guard Tour System

If you’re logging general security “rounds” with your guard tour system but still tracking inmate-specific cell checks or movements on paper, you’re maintaining data in two separate locations. What’s the point of using a guard tour system if you’re duplicating efforts? If a supervisor asks for specific information about an inmate from a particular date and time, which source will you trust more? What if the sources have conflicting information? Definitely would create unnecessary complications.

2. Your Guard Tour System Struggles with Inmate-Specific Logs

If your system only tells you when and where a log was captured but fails to capture who completed it and why, how valuable is that data? After all, inmates sue officers. Timestamps and locations don’t.

3. Integration with Your Jail Management System Is Lacking

If your guard tour system does not integrate well with your jail management system, you’re only seeing a fraction of the information available. It’s like using a keyhole to view the universe instead of a telescope.

4. Reporting Access Is Limited to a Select Few

In the past, vendors sold individual licenses for their software, limiting who could generate reports. If you still have to contact vendors for reports, how long will you wait? This system prevents real-time access to vital data for your team.

5. Limited Reporting Capabilities

Logging security checks on paper complicates the process of reviewing logs for performance trends. While moving to a guard tour system digitizes these logs, it may not provide summaries of non-compliance. A cloud-hosted system can help analyze compliance based on policies, standards, and laws.

6. Customization Is Minimal

If your system is still limited to a small number of iButtons or barcodes, your data capture capabilities are equally limited. Modern systems should offer a range of customizable options to suit your facility’s needs.

7. Checks Are Frequently Late

If your guard tour system requires a docking station to sync captured rounds, missed or late checks may go unnoticed for days or weeks. This delay can lead to significant issues, especially during inspections.

8. You Have More Devices Than Necessary

If you’re frequently repairing or replacing devices due to durability issues, it’s time to reconsider your equipment choices. Industrial-grade tools should be built to last and operate continuously in a correctional facility environment.

9. Supply Chain Issues Impact Your Operations

While not the fault of any particular vendor, it’s important to ask about supply chain reliability when selecting a guard tour system. A strong network of suppliers ensures that you can obtain necessary parts and accessories.

10. You’re Scrutinizing Video Evidence

If you find yourself comparing guard tour system data against video surveillance to ensure staff are not merely “hitting” checkpoints, you may be at risk of inaccurate logging. Inadequate checks can lead to severe consequences in cases of negligence.

11. Your System Promotes Predictable Behavior

If your guard tour system schedules rounds at fixed intervals, it creates predictable patterns that inmates can exploit. Instead, a system that allows for randomized checks is crucial for maintaining security.

12. You’re Facing Lawsuits Over Inmate Allegations

If your guard tour system cannot capture critical data regarding inmate interactions, you may find yourself answering difficult questions about compliance and accountability. It’s essential to document behavior accurately.

13. Old Licensing Models Limit Visibility

If correctional officers lack access to the guard tour software, they can’t confirm that tasks are being completed. This lack of visibility undermines trust and accountability.

14. You’re Short-Staffed

When your facility is short on personnel, every hand counts. A modern system should allow staff to document interactions using photos, videos, and voice-to-text features, reducing the risk of errors and ensuring accurate records.

15. The Public Demands Accountability

In today’s environment, the public expects immediate responses to incidents. A system that allows you to prove compliance in real time builds trust and confidence within the community.

If any of these signs resonate with your facility, it may be time to connect with your team and discuss upgrading to a mobile inmate tracking system. Not only will modernizing your operations keep pace with technological advancements, but it will also enhance team accountability and morale.