When you're thinking about changing your Health and Safety Record keeping system, how do you feel? If you think it sounds like a good idea.....but maybe a lot of work, you're not alone. Even if you know that changing your system will save you time and make your team more efficient, the thought of moving over your records and training staff can seem daunting. You're busy and have already got lots on your plate already!

Setting up a Health and Safety Record Keeping System with Papertrail - Before you Get Started

Happily, this is a situation we've seen lots of times before. Nearly all our users started using Papertrail after months or years of using paper-based records or spreadsheets. So we've had the benefit of going through this process with them several times.

The most important things for you to know right now are:

  1. Setting up a new record keeping system is a lot easier than you think
  2. A little preparation goes a long way (fail to prepare - prepare to fail)
  3. We're here to help - use us to help you!

Papertrail users regularly report time savings of up to 50% after switching to our web-based health and safety management system. That's a significant saving - just think what your team could do with all that extra time? So keep the end in mind, and remember that every journey starts with a single first step.

What records do you need to keep?

Before you get started with creating your new record keeping system, it's a good idea to spend a few minutes thinking about the records you need to keep.

Depending on your organisation and the work you do, you might be required by law to keep certain records. For example - PPE equipment checks and risk assessments or LOLER thorough inspections. You might also want to keep records for areas of your business that may not be specifically required by law, but are good practice. For example - staff training records and facilities checks.

The easiest way to get started with this is to create a Mind Map, such as the ones we created for:

1. Activity Centre:

2. Ropes Course:

3. Work at Height Company:

4. Arborist Company:

You can do this with a simple pen and paper, or use an online tool.

By mapping out the different areas and types of records you need to keep, you'll soon get a clear idea of the best way to structure your folders. Then once you have that - it's just a case of replicating that folder structure inside your Papertrail account and creating the records. Take a quick look at the example below of how your initial Mind Map can then be adapted to look like your actual Papertrail folder system.

We'll show you how to set up folders in your Papertrail account in the next article in this quick start series. It really is as easy as creating a folder on your computer, and we'll show you exactly what to do step-by-step. For now though - just spend a few minutes thinking about the best way to arrange your records and the folders you would like to create. Of course if you need any more advice, just get in touch and we'll be more than happy to help.

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