New Functionalities in Papertrail

New features available within mobile app in Papertrail (version 2.1.40)

The Papertrail team are proud to announce new features available in the latest release of our mobile apps! Our development team have been working long and hard to build new functionalities and features so you can work entirely within the Papertrail mobile app when completing inspections – without having to access the web app.

We first launched our mobile apps 3 years ago to carry out inspections offline – you couldn’t even add a new record! Now, thanks to our incredible team, you can also manage and control all your PPE equipment. Read about some of our existing features here.

Two main areas of development 


Creating and sharing certificates

You can now generate and share certificates. Provide the evidence you need to prove compliance and inspections. Simply, select your record(s)/folder, choose a certificate type, enter your details then preview and share the certificate all in the app!

New functionality creating and sharing certificates

Managing records


Easily manage hundreds of records in minutes, move records and edit checklists. When you select multiple records, choose from options such as:

  • Edit
  • Clone
  • Add/remove tags
  • Add/remove checklists
  • Delete
New functionality managing records

Make sure you have updated your mobile app to the latest version to make the most of your Papertrail subscription. Or if you haven’t tried Papertrail start your free 14 day trial today!

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.


Papertrail and Palm Equipment product data partnership

Papertrail and  Palm Equipment  announce product  data partnership.

Papertrail and Palm Equipment aimed to make managing Personal Protective Equipment (PPE) product data easier for their customers.

The partnership, launched in 2019, sees all of Palm Equipment’s manufacturer product data, such as product codes, photography, weight, dimensions and user guides, added to Papertrail’s PPE Directory. From there, the product records can be quickly and easily imported to a customer’s Papertrail account, saving time and ensuring that all of their records are accurate and fully updated.

Palm equipment products used in whitewater rafting
Palm Equipment products in action

It is a great resource for existing Papertrail customers and additionally, the PPE directory is availably publicly, meaning it can be used by businesses and individuals who need product data for their PPE, without necessarily being a Papertrail user.

Ben Scholes, CEO of Papertrail, said: “We’re delighted to be working with Palm Equipment to make our PPE Directory even better. Now our existing and new customers can seamlessly access full product data for all their Palm equipment, all in one place, and add it to their Papertrail account in a couple of seconds. They’ll not only have a full inspection history for every piece of kit, but they’ll also have full product information in their account from day one.”

Craig Jones, Professional and Commercial Sales Manager at Palm Equipment International Ltd, said: “At Palm, we are dedicated to having the best products and providing excellent aftercare, so working with the number one platform for logging and tracking PPE is an ideal partnership for us. With such a broad and comprehensive range, using Papertrail not only takes the sting out of logging Palm PPE, but it goes well beyond by providing full product and aftercare information in one easy to use location.”

Papertrail’s PPE Directory has been updated with Palm Equipment data and is available to access today.

It’s now even easier to import your Palm products to Papertrail.

About Papertrail

Papertrail is a cloud-based digital safety inspection management platform. Initially designed for the work at height and rope access community to help make record keeping for statutory safety inspections simpler, quicker and more straightforward, Papertrail has grown exponentially and is used in inspection management processes in many different market sectors. Today, in over 40 countries worldwide, hundreds of customers use Papertrail to manage millions of records every day.  

About Palm Equipment International Ltd.

Palm Equipment International Ltd is based in Somerset, England. From here we supply Palm apparel and accessories, kayaks from Dagger, Islander and Wilderness Systems, and canoes from Mad River Canoe – everything you need to take to the water.

Save time and grow your equipment inventory

Using Papertrail when importing equipment from our PPE Directory 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.


Teufelberger and Papertrail partnership

Teufelberger, the world-leading rope manufacturer, announced a strategic partnership, in 2018, with the world’s top provider of personal protective equipment (PPE) management platforms, Papertrail. Papertrail’s inspection management platform is offered to customers alongside selected Teufelberger product lines. Teufelberger customers can store and update product details and inspection results simply and easily, using Papertrail’s cloud-based mobile application.

“At Teufelberger we provide ropes and equipment for some of the most demanding customers and applications on the planet” said Angela Lloyd, business unit manager for Teufelberger’s Tree Care Division. “Maintaining this product in top condition is of critical importance to our customers and will be a lot easier to keep digital records thanks to partnership between Teufelberger and Papertrail.”

Ben Scholes, Papertrail’s CEO, said: “Papertrail is the industry standard for inspection, certification and audit management in the PPE Sector. We believe this partnership will bring significant benefits to Teufelberger’s customers, improving safety and quality.”

Teufelberger products are available to search and add to Papertrail accounts using the PPE Product Directory.

Product Directory

Transform the way you manage your Teufelberger PPE products. Inspect, control your inventory, add new products in seconds with our digital safety inspection management platform.

The Papertrail product directory takes data directly from Teufelberger, so it’s accurate, complete and always up to date. And thanks to the seamless import functionality, you can have your Teufelberger equipment fully populated in your Papertrail account in seconds.

Papertrail scan equipment into product directory
Benefits of using Papertrail

Papertrail allows you to carry out inspections and record data within seconds, saving you a great deal of time.

Papertrail is the quickest time to prove compliance, showing you the complete history of a piece of equipment at a glance.

Unique benefits for Teufelberger customers include inspection checklists, equipment care guides, fast Teufelberger product imports and so much more!

Teufelberger sponsored subscription

Teufelberger believes Papertrail is the best and easiest way of managing PPE and increasing safety in the workplace. They are offering 250 annual FREE subscriptions to Papertrail – register here: https://free-papertrail.paperform.co

About Teufelberger

Family-owned Teufelberger is a diversified, international group specialising in fibre ropes, steel wire ropes and strapping. Innovation, steady growth and geographic expansion are firmly defined goals in the group strategy.

About Papertrail

Papertrail offers the world’s leading Inspection and compliance management software platform. We make inspection management and safety compliance faster and more efficient, creating operational efficiencies for organisations of all sizes.

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!

The Power of Inspection Checklists

image for checklists

All working at height equipment used must be inspected for safety and compliance purposes. PPE checklists are used by equipment managers to help identify and remind you of the inspection process or procedure. Using checklists helps to ensure staff are using the correct equipment and to 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.

6 Simple Ways To Make Your Workplace Safer

Think - safety first! Workplace safety in 2018

Here’s one New Year’s resolution worth looking at for the year: what can you do to make your workplace safer? Improving health and safety at work is never a bad idea. And you don’t need to invest much to make it happen.

Here are six simple things you should be doing!

  1. Train your people

Basic training can make all the difference when an emergency strikes to ensure your employees are competent – read more about what a competent person is here. Make sure health and safety training is hard-baked into your business and use a tracking platform is in place to ensure that people have the knowledge they need.

  1. Inspect your workplace

Loose wires, crumbling infrastructure, blocked fire escapes it is easy to overlook potential hazards, which is why regular safety inspections are key. Keep a note of your findings, and a schedule of inspection dates, using Papertrail.

  1. Investigate incidents

Get to the bottom of the issue when things go wrong, and bear in mind you may need to present paperwork to the authorities. Store all relevant information in a way that is easy to access.

  1. Maintain records

Inspections and certificates don’t mean much if you don’t keep track of them. Implement a tracking system so you have a 360-degree view of all safety-related matters at any point in time.

  1. Have a health and safety plan in place

Every workplace has its hazards, so know yours and think about what should happen in an emergency. Write it down and make sure your people know about the plan.

  1. Check your equipment

If your workers require personal protective equipment (PPE) then it is vital their kit is checked for safety and reliability. Many PPE manufacturers now make it easy to track inspections via industry-standard platforms such as Papertrail.

Papertrail helps businesses around the world reduce the risk of accidents making your workplace safe. Smart PPE management systems can help reduce 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!

 

Equipment Management for Rope Access Technicians

Rope access techniques

Industrial rope access has proven to be a safe, efficient and cost-effective. Common rope access techniques include inspection, surveying, maintenance on buildings, towers, bridges, dams, wind turbines and more. Rope access equipment consists of ropes, helmets, harnesses, carabiners, ascenders, and descenders.  

Safety should always be of paramount concern for those using rope access techniques, with the awareness of the following legislations that are necessary for equipment managers and contractors:

What can go wrong?

Although rope access techniques is one of the safest ways to carry out high access maintenance and repairs in the industry, things can still go wrong. Risks could include falls from height due to poor technique, equipment or anchor failure; struck by falling items resulting in fatality or injury to the user; rope burns; and stuck at height.  

Prevention is better than cure

When using rope access techniques, the main objective is to carry out work efficiently, with minimal accidents, incidents or dangerous occurrences. It is important to asses the risks accurately when using any equipment to ensure it meets safety standards, is properly stored, inspected and maintained. It is also essential that the equipment complies with the international standards and equipment users are trained to use it safely. Any work carried out should be supervised to check users are working safely. 

Training Systems 

Training is a continuous process for rope access technicians it keeps them up to speed on current legislation. IRATA and SPRAT have published guidelines to integrate with on-site safety management systems. 

The International Rope Access Trade Association (IRATA) is responsible for regulating the training of all workers looking to earn qualifications in the industry. IRATA certifications are available in three different levels and are required for all working rope access technicians. Read more about IRATA Certifications and what is required here

The Society of Professional Rope Access Technicians (SPRAT) certification provides instant recognition and credibility to those who carry it. SPRAT encourages the safe use of rope access through education, standards development and certification. SPRAT is also available in three levels available, more information about becoming SPRAT certified can be found here.

Rope Access Program

Based on IRATA and SPRAT guidelines, a safe rope access program should be designed around these four key components:

  1. Management systems
  2. Training systems
  3. Equipment management systems
  4. Qualified supervisors

Equipment Management Systems 

When it comes to the lives of rope access technicians, they are in the hands of the equipment they use. Equipment managers are responsible for maintenance and testing, with each piece of equipment given a unique identifier and inspected before used on a job. Using Papertrail, equipment managers can use RFID or barcode technology to easily identify equipment, create secure and fully auditable inspections in seconds – simply scan and go! 

If your current equipment management system is not working efficiently and you think can be improved. Download our 5 Step Management System Review Workbook, created for equipment managers to ensure your PPE management system is effective.