Final answer:
Option (b) 'it helps guards learn how to write with proper grammar' is not true about the importance of documentation. Documentation is critical for creating a permanent legal record, verifying job performance, and providing follow-up data, not for teaching grammar.
Step-by-step explanation:
Among the statements provided about the importance of documentation, option (b) ‘it helps guards learn how to write with proper grammar’ is not true. Documentation is crucial for a variety of professional and legal reasons, but teaching proper grammar is not its primary purpose. Documentation serves as a permanent legal record of an incident, verifies that a security officer has performed their job correctly, and provides essential data for follow-up actions. For example, engineers maintain detailed notebooks to document their processes which can be indispensable for gaining patents, handling lawsuits, and reviewing their designs if any issues arise. In archaeological research, detailed documentation becomes part of the record guiding future work and analysis. Similarly, in the event of engineering failures, such as a bridge or building collapse, precise documentation helps determine causes and leads to design improvements, while also serving as legal protection.