There are plenty of people in your organisation who might appreciate you introducing an inspection, certification and audit management platform such as Papertrail.
Your health and safety manager, for instance, would be happy to have a system that makes it easier to log fire certificate and equipment inspection records. Your quality control chief will be pleased to get a simpler way of tracking audit data.
But what you might not realise is that your legal department could thank you, too. How come? After all, lawyers don’t normally spend their time dealing with inspections or managing certifications.
What they are concerned about, though, is evidence that could be permissible in court. And that’s where a system such as Papertrail has important advantages over traditional, manual audit tracking methods, often based on Excel spreadsheets or the like. Here’s why.
Let’s say you suffer a workplace accident. There’s an issue of responsibility. Was your equipment up to scratch? Had you been following the rulebook in terms of inspections and legal compliance?
If the case goes to court then it’s vital you have valid data to prove you’ve been meeting your obligations. Maybe you’ve got an Excel spreadsheet to show when your most recent inspections were carried out.
It looks impressive, but it might not carry much weight in court. The reason is that entries in Excel (or most other digital office files, for that matter) are not time-stamped, so it’s harder to prove you did not go back and fill them in after the event.
That’s hardly surprising: Excel and its brethren were not created with safety records compliance in mind.
That’s why you need a bespoke package such as Papertrail or iAuditor, where every entry is automatically time-stamped and cannot be tampered with, offering clear and legally solid proof that the data is genuine.
You could, of course, argue that this issue is a minor detail and probably not one worth worrying about. But think again. If you do get embroiled in a courtroom scenario like the one outlined above, it could quite possibly have an impact on your operations.
Depending on the nature of your business, you may be suspended from doing further work until your organisation has been cleared of responsibility.
If that’s the case, then it won’t just be your lawyer who will be glad you can pull up a full inspection, certification and audit history on Papertrail. Your financial director will thank you, too.