Why PSIRA compliance is non-negotiable
The Private Security Industry Regulatory Authority (PSIRA) sets and enforces the standards that every security company operating in South Africa must meet. Failure to comply can result in fines, suspension of your registration, or complete loss of operating licence — none of which your business can afford.
This checklist covers the critical compliance areas that PSIRA inspectors focus on. Work through each section and use it as a baseline for your own internal audits.
1. Guard registration and certification
Every security guard deployed at any site must be registered with PSIRA and hold a valid certificate of registration. This is the foundation of compliance — and one of the most common areas where companies get caught out.
Guard registration checklist
- All active guards hold a valid PSIRA certificate of registration
- Certificates are checked for expiry before each deployment
- Expired certificates are flagged and guards stood down until renewed
- Copies of all certificates are stored securely and accessible for inspection
- New guard registrations are submitted within the PSIRA-mandated timeframe
- All guards have completed the required PSIRA-accredited training
- Grade upgrades are properly documented and certificates updated
Common mistake: Deploying a guard whose certificate lapsed by even one day is a PSIRA violation. Build automatic expiry alerts into your management system so you're never caught off guard.
2. Occurrence books and incident records
PSIRA requires that every security deployment maintains a proper occurrence book (OB). This is one of the most scrutinised areas during inspections — and one of the easiest to fail if you're still relying on paper.
Occurrence book compliance checklist
- An occurrence book is maintained at every site
- Every entry is signed by the recording guard
- Entries include date, time, nature of incident, and action taken
- OB books are retained for the legally required period (minimum 3 years)
- No entries are altered or removed once recorded
- Digital occurrence books produce tamper-evident, timestamped records
- Supervisors review and countersign entries regularly
3. Business registration and licensing
Beyond individual guard registration, the security business itself must hold a valid PSIRA registration certificate. This must be renewed annually and displayed at your principal business address.
Business compliance checklist
- PSIRA business registration certificate is current and valid
- Certificate is displayed at your principal place of business
- Annual renewal is submitted before expiry
- All directors and senior managers meet PSIRA's fit-and-proper requirements
- Company details (address, directors, services) are up to date with PSIRA
- PSIRA levies are paid and up to date
- Certificate copies are available on request at each site
4. Employment and HR compliance
PSIRA compliance overlaps significantly with South African labour law. Inspectors will check that your employment practices align with both PSIRA standards and the Basic Conditions of Employment Act.
HR compliance checklist
- All guards have signed contracts on file
- Payslips are issued within the required timeframe
- Shift lengths comply with BCEA limits (max 12 hours)
- Overtime is properly authorised, tracked, and compensated
- Leave records are maintained accurately
- Guards paid at or above the sectoral minimum wage for the security industry
- Disciplinary records are documented and retained
5. Operational and site compliance
On-site operations must also meet PSIRA standards. This includes uniform requirements, equipment standards, and how guards conduct themselves on duty.
Site operations checklist
- Guards are in full, correct uniform at all times on duty
- PSIRA registration number is displayed on all uniforms and vehicles
- Firearms used are legally registered and guards are licensed to carry them
- Site instructions are documented and guards are briefed
- Handover procedures are followed and documented at every shift change
- Post orders are maintained and reviewed at least annually
- Patrol routes are verified with a traceable system (NFC, GPS, or similar)
Make compliance automatic, not manual
The biggest compliance risk most security companies face isn't ignorance of the rules — it's the administrative burden of tracking everything manually. When you're running dozens of sites and hundreds of guards, something will fall through the cracks on paper.
A modern security management system handles the heavy lifting automatically:
- Automated certificate expiry alerts for every guard
- Digital occurrence books that are tamper-proof and audit-ready
- GPS-verified patrol records that prove presence at every checkpoint
- Time and attendance records that satisfy both PSIRA and BCEA requirements
Get audit-ready in days, not months
Zamatrack is built around South African compliance requirements — from PSIRA-compliant digital occurrence books to automated guard certificate tracking. Request a demo to see how it works for your operation.