Shift log reporting is a critical component of any jail, prison, or juvenile detention facility’s compliance and governance process. It provides valuable feedback and confirmation on your team’s performance, inmate behavior, and any extraordinary situations or incidents. The information captured in shift log reports can be used to make informed decisions about how to improve training, staff allocation, and internal communication.
In this blog post, we will discuss what shift log reporting is at its core, its importance, and how to access it in Command Cloud.
What is Shift Log Reporting?
Shift log reporting is the process of capturing shift performance across both your entire team and individual team members. Every activity an officer takes – whether it’s an observation check, security round, headcount, recreation offering, etc., is digitally recorded. These logs serve as an official record of not only officer performance, but also inmate activity, operational updates, and any unusual occurrence within the facility.
By leveraging shift log reporting, corrections leaders gain valuable insights into officer and inmate behavior patterns, and the effectiveness of their security post records. This information enables supervisors and administration to make informed choices, optimize training and strategies, and ultimately drive stronger compliance and defensibility.
Effective shift log reporting is also mandated by certain state jail standards. Take for example Minnesota Jail standards, governed by statute 29.11:
“Custody staff shall maintain a record and prepare shift reports that document routine and emergency situations and unusual incidents. Records shall be maintained according to the county retention schedule.”
In New York State, Minimum Standards for County Jails requires prisoner population counts:
(1) be conducted at the completion and commencement of each regularly scheduled shift;
(2) be conducted by the facility staff member completing such regularly scheduled shift;
(3) be conducted by the facility staff member beginning the next regularly scheduled shift; and
(4) include an accounting of all prisoners housed in or otherwise assigned to the facility area in which such count is conducted.
This New York state population count (headcount) rule is found in many other states including California, Texas, Florida, and many other states in between.
How Does Shift Log Reporting Work in Command Cloud?
Command Cloud reporting is specifically found in Mission Command. All reports are available within different dashboards located on the left navigation panel. For shift log reports specifically, which may be looking at all activities logged across all modules (e.g. security checks, observation checks, meals, recreation, headcounts, movements, etc.), select the All Modules report found in the Reports tab on the left side.
From here, build in your date range by specifying a start and end date – down to the hour if necessary. You can also filter by several search parameters, such as location(s), inmate by name, officer (as necessary), etc. After you apply your desired filters, you can run the report. You can also export it into common file formats, such as PDF or CSV.
How Far Back Can I Go in the Reports?
Command Cloud can go as far back as you tell us to retain records, or whatever your statutory retention period is. Let’s say, for example, you keep certain records, such as shift log reports for three years. You can run a shift log report for any date you choose going back 36 months.
However, we wouldn't advise running three years of shift log reports since most reporting requirements are daily, weekly, monthly, and annually. It is best practice to run reports in shorter durations and save accordingly.
How Can the Shift Log Report Help Me Prepare for a Jail Inspection?
Let’s say you’re preparing for an inspection and you anticipate your inspector’s going to ask for any unusual or extraordinary events that may have occurred during a shift.
One way you can prepare in advance for this request is to create a recurring task, which you may call “Pass On Log.” This task can allow you to notate anything in the Pass On Log. You can then run a report by date range, location, and specify only the Pass On Logs.
Your jail inspector may ask to see other related reports beyond the shift log, such as observation checks or headcounts. With Command Cloud reporting, it’s easy to switch your reporting focus from one module to another.
Can the Shift Log Report Help Find Patterns? Or be Used for Analytics?
Since the shift log report is the type of report that displays or visualizes whatever data you’ve built the report to show, the only analysis you can perform is a human one. However, if you want to see patterns of behavior or performance, or you want some type of visual analytics tool, Operational Intelligence is the way to go. Operational Intelligence can reveal performance indicators that may not be immediately clear when simply viewing large sets of data.
Command Cloud’s database reporting is more code-based and designed for creating structured, paginated reports, while Operational Intelligence is highly visual and intuitive, excelling in interactive data exploration and complex visualizations with a drag-and-drop interface, making it more user-friendly for non-technical users.
It’s best to use Command Cloud database reporting when:
- You need highly structured, paginated reports with precise control over layout and formatting.
It’s best to use Operational Intelligence when:
- You need to quickly explore and visualize data with interactive dashboards and a user-friendly interface.
- You want non-technical users to be able to easily analyze reports.
Shift log reporting is a fundamental tool for maintaining compliance, improving staff performance, and ensuring the safety and security of correctional facilities. By systematically documenting officer activities, inmate behaviors, and operational updates, these reports provide invaluable insights that can drive better decision-making, enhance training programs, and strengthen overall governance.
With advanced technology solutions like Command Cloud, corrections leaders can streamline the reporting process, making it easier to access, analyze, and utilize shift log data for audits, inspections, and performance reviews. Whether preparing for a jail inspection, tracking behavioral patterns, or optimizing resource allocation, effective shift log reporting is essential for running a secure and efficient facility.
By leveraging the right reporting tools and methodologies, correctional institutions can move beyond basic record-keeping and use data to drive continuous improvement and compliance.
