Myself and the team at Papertrail are proud of our adventure background and fiercely proud of helping keep people safe along with our environmental responsibilities. When we took the concept of Papertrail to reality, the solution we had in mind was to deliver:
A technology that reduced the amount of paper being used in the trail of inspections for checking assets and safety procedures. The risk being loss of paper, or too much paper used, wasn’t just bad for the environment but it also increased risk with too many human steps in the process.
A solution that made the whole inspection process a lot easier and therefore we could do more with the limited time we had. This was a fact of life, not enough time, too many tasks!
Because of the insurance implications and regulatory pressures, the solution was to improve accountability and increase information transparency. This didn’t just speed up time of delivering what was needed and reduce frustration, it also demonstrated control.
Healthcare in the UK is going through seismic shifts, especially in NHS hospitals, trusts and medical centres; currently under pressure to find billions in savings whilst continuing to deliver on government targets.
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.
Regulations to be aware of
There are five main regulations that businesses with safety equipment must consider:
The Health and Safety at Work Act 1974
The Personal Protective Equipment At Work Regulations 1992
LOLER (if you’re using lifting equipment)
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.
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
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!