How to manage safety inspections

Inspecting equipment - Petzl

Maintenance of personal protective equipment 

In order to ensure safety equipment stays in working condition to keep equipment users safe PUWER requires it to be ‘maintained in an efficient state, in efficient order and in good repair’.

The frequency of inspection and how you should maintain equipment is defined after taking full account of the intensity of use, user competence, operating environment and manufacturer’s recommendation. Any breakdown maintenance, instructions and critical-safety information can be found within the maintenance documentation provided by the manufacturer. 

Know which equipment you have present and how to maintain it with the manufacturer data.

The Papertrail PPE directory can be used by anyone to look up any specific manufacturer data provided by Papertrail partners. Search using the name, serial number, barcode or RFID from the following manufacturers: DMM, Palm Equipment, Petzl, Singing Rock, and Teufelberger.

Who can manage safety inspections?

In accordance with PUWER, regulations 8 and 9, safety inspections should only be carried out and managed by a competent person who has been provided with sufficient training, instructions and information. In some cases, there is the option for inspections to be carried out by a manufacturer or a specialist contractor if there is a higher volume or high-risk work. You can find out more about who a competent person is here.

What to use to manage your safety equipment

When getting started with managing equipment, paper forms or spreadsheets are adequate for listing equipment, date of manufacturer, and when it was last inspected. If your inventory is growing then reliable and smart equipment management software such as Papertrail have been developed to simplify managing safety equipment. Users can create records, inspections, inspections reports, equipment inventories and add reminders to work through collaboratively. An inspection report should include the details of what is wrong and needs improvement and also details of what is in full accordance with the requirements of your policy or regulations.

A cloud-based software service allows you to access your equipment inventory from anywhere, at any time without using the internet.

Papertrail is designed for managing PPE and health and safety equipment to protect employees in your workplace. With Papertrail, you can set daily, weekly, monthly or 6-monthly inspection schedules for all your equipment, and get notified whenever another inspection is due – all inspections are stored securely in one location making them easy to manage.

You can review and improve your inspection management system today for FREE! Download our 5 Step Management System Review Workbook, created for equipment managers to ensure your PPE management system is effective.

Image from @bigwa11 (Instagram)

How to protect your working at height business

Health and safety policy statement

As an equipment manager, you are responsible for the health and safety of your business. Health and safety laws such as The Work at Height Regulations 2005 require employers and those in authority of any work at height activity to ensure that the work is properly planned, well supervised and carried out by competent people in order to protect you, your employees and the public from workplace dangers.

Write a health and safety policy 

Ensure you have a health and safety policy in place describing how you will manage safety in your business, clearly stating the roles of who is responsible. It is a legal requirement to produce a health and safety policy if you employ five or more people in your business. Prepare your health and safety policy using this article including examples and templates to help you write your own policy. 

Employers are liable to ensure the employees carrying out work are trained and competent, all equipment must be properly maintained to be used correctly. 

It is important to decide who will help you meet your health and safety duties, this must be a competent person. A competent person is someone with the necessary skills, knowledge and experience to manage health and safety. Read more here on what a competent person is. 

Image result for work at height

Prevention is better than cure 

Being ahead of the game is literally a matter of life and death – when things go wrong people suffer injuries which are sometimes fatal. Therefore it is important to assess the risks and that you put measures in place to protect yourself and your employees when you are carrying out any work and never cut corners when carrying out safety procedures!

All protective equipment must be maintained in an efficient state and good repair so it protects the user, inspections should be carried out and kept up to date to ensure the job can be carried out safely.

The benefits of inspecting your equipment 

Lower risks of accidents at the workplace

Regular inspections of equipment decrease the chances of an accident happening when carrying out work, however, injuries do still happen on the job but most of them are preventable. Carrying out routine reviews of your inspection systems is a safety measure for you and your employees.

Prevent six-figure fines

Avoid huge fines and serious violations with regular inspections ensuring safety at all times.

An example of this is a construction company that was fined for placing employees at a higher risk of injury by failing to comply with work at height regulations. HSE has published this press release which explains that the company did not implement any measures in place to prevent fatal injuries. Although no accidents had taken place, as of yet, the company was fined £26,666. HSE also has other press releases related to this that you can find here.

Increase productivity

It is impossible to complete your contracted work even if only one piece of your equipment is faulty. When equipment fails your projects may be disturbed resulting in you missing deadlines. Inspections are crucial as you may not regard the seriousness of an issue until it is too late. Equipment failure can be all of a sudden or gradual, by carrying out regular inspections you can prevent disaster and replace any pieces when necessary instead of waiting for the equipment to stop working.

Papertrail is designed for managing work at height PPE and health and safety equipment to protect employees in your workplace. With Papertrail, you can set daily, weekly, monthly or 6-monthly inspection schedules for all your equipment, and get notified whenever another inspection is due – all inspections are stored securely in one location.

You can review and improve your inspection management system today for FREE! Download our 5 Step Management System Review Workbook, created for equipment managers to ensure your PPE management system is effective.


What is a competent person?

Climbing equipment

Competence can be defined as the combination of training, skills, experience and knowledge that a person has and their ability to apply them to perform a task safely. 

A competent person is someone that has a full understanding of the potential hazards related to Personal Protective Equipment (PPE) and how to comply with best practice and these regulations. A competent person has had sufficient training and experience or knowledge and other qualities that allow them to help you properly. You must be assisted by a competent person to meet the requirements of the health and safety law when using any equipment. The level of competence demanded depends on the complexity of the circumstances and the help you need.

A competent person is generally set apart from their colleagues and is associated in overseeing, inspecting and auditing the working practices of others.

Who can provide training?

Anyone that provides training on the use of PPE should be sufficiently skilled and trained. The degree of skill of the training provider depends on different factors including the nature of the work equipment, the potential risks. 

Read our PPE Management for Contractors article to learn about who is responsible for training.

An example of when a competent person is needed is when thorough examinations and inspections of lifting equipment are to be completed. The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) states, in Regulation 8, that a competent person responsible for planning must have ‘the skills, knowledge and experience to make the relevant assessment of the requirements of the lifting equipment being used and the type of task being carried out’. The inspection and testing of protection devices must also be carried out by a competent person at frequent intervals records of these inspections must be stored securely.

Regulations also state the person carrying out inspections must have the appropriate knowledge and experience of the equipment, this enables them to detect defects and continue to use the equipment safely.

Papertrail is designed for managing PPE and health and safety equipment in your workplace. With Papertrail, you can set daily, weekly, monthly or 6-monthly inspection schedules for all your equipment, and get notified whenever another inspection is due – all inspections are stored securely.

You can review and improve your inspection management system today for FREE! Download our 5 Step Management System Review Workbook, created for equipment managers to ensure your PPE management system is effective.


What is required in an Equipment Management System?

Inspecting equipment

A personal protective equipment (PPE) management system is a system that includes managing, monitoring and maintaining PPE. Most current approaches to PPE management fall short; using spreadsheet software, such as Microsoft Excel, and even paper-based records to complete inspections is still very common.

A PPE management system must track several variables per item, including:

  • Product name
  • Serial number
  • Purchase date
  • Inspection history
  • Latest inspection
  • Current status

Barcoding
Using barcoding software can help you easily pull up product information and details, improving accuracy and reducing human errors.

Reporting tools

Reporting is a critical feature to have in any equipment management system; the information generated quickly in reports will help you increase your efficiency and create a seamless workflow.

Features of Papertrail

Papertrail allows you to build smart checklists, conduct audits and inspections, and file reports straight from your phone. Papertrail features everything you need to keep accurate records and stay compliant.

Each record is time-stamped and can be accessed instantly and even offline to easily access and manage your equipment on the go. Synchronise your mobile device before performing inspections to complete inspections offline. Papertrail is compatible with all iOS and Android devices.

Create, manage and audit your records. Plan in customisable inspection schedules, status reports, workflows, integrations, task management, checklists and care and maintenance schedules using our app. 

Use our PPE Product Directory to look up specific manufacturer product data and equipment information is provided by the Papertrail Partner manufacturers (Papertrail partners). Search for equipment from manufacturers such as DMM, Palm Equipment, Petzl, Singing Rock and Teufelberger and import equipment data seamlessly.

We use barcodes, serial numbers and RFID technology to speed up the process of carrying out inspections and to manage a large inventory of equipment; simply scan the barcode or RFID tag so it appears on the app, then continue to complete any other information.

Quickly and simply generate reports, exports and certificates to provide the evidence you need for proving inspections and compliance.

Engage and work efficiently with your team, manage user permissions and add your team members for accountability. Easily set and restrict folder access with our user management option. 

You can read even more about Papertrail’s great features here.

Review your existing PPE management system and see how you can make your system more efficient. Download our 5 Step Management System Review Workbook, created for equipment managers to ensure your PPE management system is effective and compliant.


The Power of Inspection Checklists

image for checklists

All PPE used must be inspected for safety and compliance purposes. PPE inspection checklists are used by equipment managers to help identify tasks that require PPE, ensure staff are using the right equipment and reduce the risk of accidents or fatalities.

Why checklists are important
Checklists can be very effective when carrying out inspections. It can be challenging trying to remember everything to check when inspecting equipment if you have one item; this is a concern for equipment managers and businesses when relying on staff to carry out many tasks, inspections and jobs. Checklists provide guidelines to ensure PPE is being inspected correctly.

Checklists not only help you carry out many tasks, but they can also be used to show compliance in claims of negligence by providing evidence of a risk management system being in place. However, excessive dependence of checklists may hinder performance when dealing with time-critical situations such as a medical emergency on a work at height accident.

Intensive training for a reliable way to use checklists can help integrate more adaptive and flexible problem-solving techniques. All inspections must be carried out by a competent person with a full understanding of the potential hazards related to PPE and how to comply with regulations – read more on what a competent person is here.

Benefits of incorporating checklists in your PPE management system:

  • Checklists provide guidelines for those managing inspections and can help to keep the staff in your team organised.
  • Employees will feel a lot more confident and accountable when performing inspections when following the checklists.
  • As you are inspecting the kit following the checklist guidelines problems can be avoided before accidents occur.

Checklists available using Papertrail
We developed our checklist functionality to remind equipment managers the mandatory checks to determine the result of an inspection and to present evidence carried out to determine the equipment is safe to use. Read here for a step by step guide on how to inspect a record using a checklist in Papertrail.

Papertrail inspection checklists view
 

Checklists from manufacturers
Inspect your equipment using manufacturer checklists, we work closely with Petzl, Teufelberger, Palm and Singing Rock to easily import equipment from our PPE Directory and utilise checklists provided by equipment manufacturers. Find a list of all manufacturer checklists available in Papertrail here –  checklists are also available in Czech and German.

In addition to standard checklists, we can also create custom checklists; these can be used for anything, click here to read more about the process of creating a custom checklist.Papertrail manufacturers

We also appreciate that you may not want to use the generic inspection checklists. Don’t worry, if this is the case you just simply don’t assign the checklists to your records. The option will always remain for you to add them but won’t show until you need to use them.

If you are a manufacturer of PPE and Fall Protection equipment and you would like to make inspection checklists available to your end users through Papertrail please contact us.

Using Papertrail alongside checklists can help you significantly cut inspection times by over half! Smart PPE management systems can help reduce administrative workloads. Download a copy of the white paper for FREE on ‘How to design and develop a smart PPE management system’, created for Equipment Managers to guarantee you’re making the most of your PPE management system.

5 Safety Regulations You Need to Know

Working at height

Why you must inspect equipment and keep records

As an Equipment Manager, it is necessary to inspect any equipment where there could be risks to health and safety. A risk assessment should be carried out to determine if there is any need for inspections and routine maintenance to ensure the continued safety of your colleagues. Inspections must be recorded and evidenced, a management system like Papertrail can help you complete inspections in a clear, efficient and systematic way.

mandatory-regulations

Regulations to be aware of

There are five main regulations that businesses with safety equipment must consider: 

  1. The Health and Safety at Work Act 1974
  2. The Personal Protective Equipment At Work Regulations 1992
  3. PUWER 
  4. LOLER (if you’re using lifting equipment)
  5. WAHR (if you’re working at height)

1. The Health and Safety at Work Act 1974

The Health and Safety at Work Act 1974 (HSWA, the HSW Act, the 1974 Act or HASAWA) is the main piece of legislation covering occupational health and safety in the UK. The act clarifies the general responsibilities of everyone from employers and employees to owners and managers of the workplace for maintaining health and safety.

2. The Personal Protective Equipment at Work Regulations 1992

The Personal Protective Equipment At Work Regulations 1992 is a set of regulations created under The Health and Safety Act placing liability on the employer to ensure suitable personal protective equipment has been granted for those who may be exposed to a risk to their health or safety at work.

3. Provision and Use of Work Equipment Regulations 1998 (PUWER)

These regulations aim to make work safer for anyone using and coming in contact with equipment, this includes employers, employees, contractors, suppliers and people who may need to access any equipment. The regulation ensures that equipment is kept in good order and that maintenance, training and inspections are carried out to suitable and sufficient levels to identify if the equipment can be used. 

4. Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)

LOLER places responsibilities on people and companies who own, operate or have control over lifting equipment. If any lifting equipment is provided you must manage and control the risks to avoid any injuries or damages.

5. The Work at Height Regulations (WAHR)

Falls from height is one of the biggest causes of deaths and major injuries for the work at height sector. The Work at Height Regulations was introduced to prevent death and injury caused by a fall from height.

Are you complying with these regulations?

Papertrail helps businesses to comply with health and safety regulations, as well as saving time on inspections and reduce risk.

Using Papertrail allows you to inspect several items and add inspections to multiple records at once, this saves you more time in comparison to logging inspection records individually. Read more on the features of Papertrail that can help you complete inspections and keep accurate records. 

You can review and improve your equipment management system today for FREE – created for Equipment Managers. 

Download our 5 Step Management System Review Workbook and discover how Papertrail can meet your safety management needs.

5 Steps to review your PPE Management System

PPE Management for Contractors: What you need to know

Climbing at height

What is PPE and when should it be used?

Personal Protective Equipment (PPE) is equipment designed to protect the user against health and safety risks at work. There is a vast range of PPE that provides different types of protection for the user. PPE can be used to protect the eyes, head, body, hands and arms, feet and legs and in high-risk places, the lungs. It can incorporate items such as safety helmets, gloves, eye protection, high-visibility clothing, safety footwear and safety harnesses.

Wearing and using PPE is required when employees or contractors are undertaking high-risk work. So, if you or your team are working at height, that’s classed as high-risk work. It is essential for everyone in the workplace to understand the importance of identifying and wearing the appropriate equipment. Carrying out a risk assessment identifies the hazard(s) that may occur and help to determine what equipment is needed. PPE must be regularly inspected for safety and compliance purposes.

PPE inspections on paper

How to manage work at height PPE

Whenever PPE is used, a detailed record must be created inclusive of the employee’s name, the equipment item, and the date. Many equipment managers create a simple spreadsheet – which indeed will suffice and introduce accountability amongst staff members. However, the more equipment you use results in an expansion of data that must be recorded, this can increase the risk of errors and the amount of time spent documenting inspections.

Volume of equipment graph

The management is often overlooked even though it is necessary when using any equipment, using a PPE Management System can boost the confidence in inspections and management of critical safety equipment.

Who is responsible for PPE?

The Personal Protective Equipment at Work Regulations (1992) clearly states, according to Regulation 4, “Every employer shall ensure that suitable personal protective equipment is provided to his employees who may be exposed to a risk to their health or safety while at work except where and to the extent that such risk has been adequately controlled by other means which are equally or more effective.” Therefore, according to the law, it is the employer’s responsibility to protect the employee by providing the correct PPE. The regulations also require that the equipment is fit for its objective by correctly assessing it, maintaining and storing the equipment following the manufacturer’s instructions, and utilising it accurately.

It is crucial for equipment owners to look after PPE and to provide suitable storage facilities when it is not in use to keep it clean and in proper condition. Contractors must ensure equipment is kept clean and in excellent repair, following the manufacturer’s maintenance schedule to discover shelf life and replacement periods. Intricate repairs and maintenance should only be completed by specialists, however, simple maintenance of PPE can be carried out by a trained user. Suitable replacement parts for PPE should always be readily available; it is also worth keeping a disposable supply of equipment for any potential visitors and third-party contractors that may be required to wear protective equipment.

Who is responsible for training and compliance?

Employers hold responsibilities concerning the provision and use of PPE supplied for employees. Wherever there is a risk to health and safety, employers are accountable to provide appropriate PPE alongside training to their staff members.

When selecting and using PPE, contractors should use equipment that is CE marked to prove it complies with the regulations. Employers should take the size, fit, and weight of the equipment into consideration when choosing equipment that suits the user; employers are expected to provide appropriate training in its usage. Employees should be informed as to why PPE is required, when to use it, how it can be replaced, and who/how to report any damaged equipment.

Complying with regulations is effectively a joint effort between the contractor and the employee. The contractor is accountable for training, ongoing development and supplying the appropriate equipment, whereas the employee ensures that training is working in practice, the equipment is stored safely and maintained, and that any incidents or faults are reported and fixed properly.

Papertrail User Management for PPE

How Papertrail can help you manage PPE

Papertrail is designed to reduce your workload, increase your productivity and manage health and safety inspections globally. Easily create and manage hundreds of items of equipment records in minutes, our PPE management system allows you to add: your entire equipment inventory – regardless of size, inspection evidence, manufacturer checklists, set reminders and notifications and manage your team’s user permissions. Read more about the features to make your management system work for you!

Are you effectively managing your PPE?

You can review and improve your inspection management system today for FREE! Download our 5 Step Management System Review Workbook, created for Equipment Managers to ensure your PPE management system is effective.

5 Steps to review your PPE Management System

Barcode Scanning: Inspections have never been so efficient!

Papertrail_Scan using Teufelberger equipment

The occurrence of errors for manually tracking safety equipment using pen, paper and spreadsheets can be significantly high and generates accountability issues. Even with the best folder structure, it can take time to navigate to a specific record. It can be difficult to search for a record when you are uncertain of the specific name as you might not be able to read the serial number of the item correctly.

Using barcodes, QR codes and data matrix codes to help, find and inspect speeds up safety management even further improving the effectiveness of your equipment tracking. 

The Papertrail mobile app has a built-in barcode scanner making it easier for you to inspect your equipment. You can also connect a scanning device to your computer to use in the web app.

Benefits of using barcode scanning

The integration of barcodes makes the inspections of equipment in your Papertrail account so much easier and here are a few reasons as to why:

It’s extremely fast!

Never search through your account to locate the correct record for a piece of kit again! Easily input the barcode from the equipment into the record details. When carrying out inspections, just scan the barcode using a barcode reader, or Papertrail’s built-in barcode scanner, and begin your inspection. With access to records being quicker, ultimately means increased productivity.

Use the barcode scanning online OR offline 

We understand how frustrating it can be when you cannot get service or wifi connection, with barcode scanning this is no problem at all! Carry out your work from anywhere, even offline. Scan as you would with wifi carrying out inspections offline and sync the app when you connect again, your inspection records will all be backed up in the cloud.

No barcode on equipment? No problem!

We understand not every piece of equipment comes with a barcode and if that’s the case with you, don’t worry! It is very easy and cheap to buy some makeshift barcode stickers that work similarly. There are also many tools online that generate barcodes, QR codes and data matrix codes which you can print on stickers and use for free.

Decreased chance of errors 

Human error is inevitable, however, with the barcode technology, the chances of data entry errors are minimised. Also having the app on mobile means more mobility and flexibility, equipment personnel can use their mobile devices to scan barcodes on the go.

Using barcode scanning with Papertrail

Identifier codes that you can use with Papertrail

Barcode scanners

Implement a barcode system within your team today. There are many different brands for you to choose from for scanning barcodes, connect your scanner by Bluetooth or USB to your laptop. Use the Papertrail app with built-in barcode scanning, simply tap the scan button for the camera on your mobile device and begin scanning! You can import your equipment, create a record and complete an inspection within seconds when using the built-in scanner.

Papertrail helps businesses around the world reduce the risk of accidents and cut inspection times. Smart PPE management systems can help reduce administrative workloads by more than 90%. Download a copy of the white paper for FREE on ‘How to design and develop a smart PPE management system’, created for Equipment Managers to guarantee your PPE management system is smart!

What is LOLER, and does it affect me?

ropes

What is LOLER?

The Lifting Operation and Lifting Equipment Regulations 1998 (LOLER) place responsibilities on equipment managers and companies who own, operate or have control over lifting equipment. All operations involving lifting equipment must be planned by a competent person, the regulation also requires that equipment is fit for purpose, appropriate for the task and suitably marked, with maintenance and defects reported. 

What is lifting equipment?

Lifting equipment includes any equipment that is used in the workplace for lifting or lowering loads, including accessories providing a link between the two. This includes any lifting accessories used for anchoring, fixing or supporting it. 

Examples of lifting equipment according to the HSE:

  • Safety Harnesses and Helmets
  • Overhead cranes and their supporting runways
  • Patient hoists and winches
  • Motor vehicle lifts
  • A building cleaning cradle and its suspension equipment
  • Telehandlers and forklifts
  • Lifting accessories

If you use or manage working at height equipment (Fall Protection, Fall Arrest, Fall Restraint) then you are likely to be familiar with the following equipment types in your inventory that requires a LOLER Inspection certificate: 

Karabiners, Slings, Hitch Cords, Cambium Savers, Pulleys, Friction Devices, Harnesses, Ropes, Swivels, Anchor Rings, Connectors, Ascender/Descender, Figure 8, Fimbl Saver, Lanyards, Mechanical Hitch, Prussiks, Shackles.  All of the above requires a six-month inspection certificate to show they are operating properly and fit for purpose. 

Who must comply with LOLER?

Anyone with responsibility directly or indirectly for work equipment and its use must comply with LOLER, this includes equipment managers, employers, employees, self-employed and those who hire work equipment. Anyone who is accountable for lifting equipment in their company must be aware of LOLER and the procedures.

Working at height Equipment that’s not covered by LOLER

Equipment may appear as ‘lifting’ equipment and thought to be covered by LOLER. Nonetheless, there are some notable exceptions that are not covered by LOLER, when this equipment is used it must be maintained for safety and inspection under the Provision and Use of Work Equipment Regulations 1998 (PUWER). Equipment that is not covered by LOLER includes:

  • pallet trucks, where the consequence of the load falling off is very low
  • roller shutter doors
  • escalators
  • fall arrest ropes
  • tipper trucks

Using Papertrail to comply with LOLER

You are required by LOLER to give your equipment a thorough 6 monthly inspection before completing an inspection report. If you are not already using a management system, Papertrail helps you create a report and guarantees it is saved against each item inspected and ensures it can be reproduced as a PDF print off or digital display at any time. Follow our step by step on how to produce and save a 6 monthly inspection report.

Inspection certificate

With Papertrail, you can set daily, weekly, monthly or 6-monthly inspection schedules for all your equipment, and get notified whenever another inspection is due – so you’ll never forget to make them! Using Papertrail to record these inspections and create the reports needed for LOLER compliance is so much easier and less time-consuming than paper records. 

You can review and improve your inspection management system today for FREE! Download our 5 Step Management System Review Workbook, created for equipment managers to ensure your PPE management system is effective.

5 Steps to review your PPE Management System

5 Steps to becoming ISO 9001 Certified

quality

About ISO 9001:2015

ISO established ISO 9001:2015 for *quality management systems, it comprises a set of general standard requirements governing the quality management system of certified companies or any other organisations. ISO 9001:2015 is internationally recognised, it is the most used quality management system standard in the world, used in over 170 countries by over a million companies! The standard applies to all types and sizes of organisations, helping you organise processes, improve the efficiency of processes and continually improve.

ISO 9001 is a standard that creates trust. When working with different companies the customer will need to know they can trust you to complete good quality work. Showing them you are certified and comply builds confidence when they work with you.

*What is a Quality Management System (QMS)?

A Quality Management System is a set of documented policies, procedures and responsibilities organised into a structured system of processes to assist an organisation in realising its quality vision, goals and objectives. Businesses in adventure, arboriculture and work-at-height benefit substantially from a standardised system, as the safety risks and service focus in these industries, mean that improving quality management is essential to staying competitive, and staying safe!

Benefits of ISO 9001 Certification

An ISO 9001 certification produces numerous benefits for any business.

Customer Satisfaction
The most important benefit of being ISO 9001:2015 certified is meeting the increasing requirements of customers. Customers want to receive the highest quality of service. ISO 9001 helps you consistently meet customer demands and a service that is dependable and can be relied on.

Reduced operating costs
When adopting a QMS there is a continual improvement of processes resulting in operational efficiencies saving you money overall. This includes your safety management, training procedures and even your staff rota.

Improved stakeholder relationships
Improve the perception of your organisation with staff, customers and suppliers.

Legal compliance
Learn how statutory and regulatory requirements affect your organisation and its customers. Having a robust quality management system in place will also help in establishing a positive safety culture.

Improved risk management
Greater consistency and traceability of products and services means problems are easier to avoid and rectify.

Proven business credentials
Becoming certified by an internationally recognised industry standard speaks volumes.

Ability to generate more business
When obtaining an ISO 9001 certification you must identify and analyse your business processes, this can only be achieved through effective quality management. Corresponding to the requirements will teach you more about how your business functions. Certification opens doors to more business as procurement specifications often require certification to carry out work. Moreover, people are more prepared to pay premium prices for your service if you are ISO certified.

Business, The Next Step, Next, Success, Stairs, Board

Getting started with ISO 9001

Becoming fully certified with ISO 9001 should take between 2-3 months. It is important to think about what the business wants to achieve, there are 5 main steps to become certified.

Step 1 – Preparation
The first step addresses how to prepare for the best execution of the ISO 9001 at your business. You would set the goals and objectives that will benefit your business, look at training and plan your project.

Step 2 – Documentation
To get certified, the standard states that every business must issue and maintain the following six documented procedures.
Control of Documents (4.2.3)
Control of Records (4.2.4)
Internal Audits (8.2.2)
Control of Nonconforming Product / Service (8.3)
Corrective Action (8.5.2)
Preventive Action (8.5.3)

Step 3: Implementation
Next, it is time to implement your ISO 9001 quality management system throughout your company. It is important that all employees understand how the new processes and requirements benefit them, you must ensure the benefits are clear.

Step 4 – Audit
You must evaluate the company to see if all ISO 9001 requirements are being followed.

Step 5 – Certification
After completing the internal audit an independent auditor will visit the business and complete a site audit. The auditor will also perform a site audit after you have collected records worth two months using the processes.

Using Papertrail for ISO 9001

Many Papertrail Subscribers use our off the shelf management system to demonstrate ISO compliance.

You can review and improve your equipment management system today for FREE! By downloading our 5 Step Management system review Workbook, created for equipment Managers to ensure your PPE management system is effective.

5 Step Review Workbook