Within Circadian Risk, file/attachment uploads are only one of the many ways assessors provide evidence for their assessments and risk analysis. This article below will give guidance in the best practices while uploading files while using Circadian Risk.

On the Location Page:

• There is a File and Documents card located on the profile tab of each location. Typically, this card can be used to upload documents that may not have a place in a specific assessment’s criteria, or are more general in nature.

  • There is no specific way to use this file repository on the location page, but a few examples could be

    • Budgeting for the 2021 year

    • A powerpoint presentation that may be relevant to the site…

  • It’s really up to the organization how this is used.

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During the Assessment:

Within the assessment, we have the ability to upload files and attachments in a few different areas…

In the Inspection Questionnaire:

The inspection questionnaire is typically used to analyze policies and procedures that are in place at the site the assessment is being conducted for (such as Electronic Use Policy, Incident Reporting, from the aggregate view for the site)

• Generally, when uploading a file under “Item Info” in the inspection questionnaire area in the assessment, this is to provide documentation/evidence of that policy as a whole

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• As an example, you can see we uploaded a .pdf of the “Incident Reporting Procedures - 2021” that can be downloaded on the device being used, and reviewed externally outside of the Circadian Risk tool.

  • If necessary, you may provide individual pieces of evidence under the questions in the inspection questionnaire if you believe that will provide better explanation.

In the Physical Inspection:

The physical inspection is typically used to document physical evidence of items that you can place down on the map (such as cameras, doors, bollards, on a one-by-one basis)

• Generally, when uploading a file under “Item Info” in the physical inspection area in the assessment, this is to provide overarching insight to show context of where this item is at a location.

   

• As an example, this door includes the “33” plate for added context for the door as whole and where it is at the site

   

• Then, when we get into the questions about this specific item (door), we will highlight specific deficiencies based on the gap analysis question being asked for it.

   

  • For example:

    • For the question “Is this door functioning properly? → You can include a close-up picture of the door handle to accentuate the handle is not functioning properly/broken.

Additional Considerations:

• When taking a photo out on the field, it can sometimes be difficult to gauge how large or small a particular deficiency being noted is. For example, if there is a lighting fixture that needs to be moved a certain length, there are tools on certain devices that can measure out things to aid in mitigation details.

  • On iPad, there is the measure app, that allows you to make Point A to Point B measurements, and will give you spacial measurements in real time.

    • As seen below, I can use this app to show that the light fixture needs to be moved up 23” from its starting point.

• A different example, for a hole in a fence…

  • Use something in that photo to give reference to how large that hole actually is in the fence.

    • Have your colleague stand next to the hole

    • Use the measure app to show how large the hole is as outlined in the example above

Hopefully these tips aid you while you're out in the field using the Circadian Risk product!