A site contract's officer compliance file, assembled from personnel records for your compliance manager to review.

When a contract starts or renews, or a client asks for proof, your compliance manager pulls each assigned officer's record: the guard card or license number and its expiry, training certificates, any firearm permit, background and drug test dates. Then comes the contract's own list, which seldom matches the state's, and a long look for anything out of line.

For the test, AI reads the copies and drafts the file for one site contract: each officer's state registration number and expiry as recorded, training hours and courses against the state's list, firearm permit fields where applicable, each requirement the contract states, and every officer with a lapsed, missing or mismatched record, with the page each entry came from. It rules on nobody. Your compliance manager reads the list and decides.

The clocks start from different dates. California's Bureau of Security and Investigative Services wants power to arrest training before a security guard registration issues, the 32 hours of security officer skills within the first six months, and eight hours of continuing training every year. A registrant who can't hand the employing company those certificates owes 16 hours within 30 days of starting and 16 more within six months. New York's Division of Criminal Justice Services lists an 8 hour pre-assignment course, a 16 hour on-the-job course within 90 days of hire, and an 8 hour annual in-service course due within 12 calendar months of finishing the on-the-job course, so that annual date hangs on a certificate rather than the hire date. The file names the clock it applied and where it started.

Expiry is more than one date. California mails a renewal form about 90 days before a guard card expires, wants it back at least 60 days before, and cancels a registration not renewed within 60 days after expiration, with no way back through renewal. In Florida a Class D security officer license takes at least 40 hours of training and runs two years, and anyone expired a year or more counts as an initial applicant and repeats the 40. So the draft carries each date as recorded and flags any date that disagrees with the card or certificate on file.

Firearm permits run on their own track. California's permit expires two years from issue, needs four range qualifications in that term, two per twelve-month period and no two closer than four months apart, and covers only the calibers printed on the card. Florida's Class G takes at least 4 hours of requalification every year from a Class K instructor for each type and caliber carried, suspends automatically if the first year's hours are missed, stays in effect only while the holder works in a qualifying license class, and limits a licensee to two firearms on duty. New York adds a 47 hour firearms course and an 8 hour annual firearms course, on top of a valid pistol license. Illinois wants an armed employee's file to hold copies of an active firearm owner's identification card and firearm control card. The draft leaves these fields empty on unarmed posts and lists any caliber or date that doesn't tie to the permit.

States say what to keep, and contracts add more. Texas Rule 35.111 keeps employee records for two years past the last date of employment, among them training certificates, the results of any drug tests and a Social Security number, and Rule 35.113 adds each commissioned officer's current duty assignment and location. Illinois wants a copy of the permanent employee registration card, or of the state's License Lookup page showing a valid card. Albany, Oregon's 2024 unarmed guard request then asks for DPSST-certified personnel, CJIS training where City Hall requires it, a minimum 12-panel urine drug test before the first shift, and background checks covering driving and criminal records in every state an officer has lived in. The Southern Nevada Health District's 2025 request wants a Clark County Sheriff's Work Card that says armed or unarmed, an 11-item list for each guard, and a four-hour class across 19 named subjects, from alarm response to evacuation procedures.

What your reviewer will watch, and what stays out. Did the draft apply the right state to each officer, carry each number and date exactly as recorded, keep firearm fields off unarmed posts, list every line of the contract, and avoid merging two officers with similar names? Those same records hold the most sensitive items in your building, so Social Security numbers, fingerprints and medical details, test results included, come out before any copy moves, and the file notes only that a dated item is on hand. No officer is cleared or barred here, and none of this is legal advice.

With your reviewer's yes, officer files for new or renewing site contracts are drafted the same way for about 30 days.

A person approves every file before it reaches a client or your own records, and who works which post stays with your compliance manager.

Anything beyond this job is a separate decision with its own price, and monthly support starts once the job is live.