Papertrail makes it easy to keep on top of your record management and reduces your risk by reminding you when equipment inspections, maintenance checks or document reviews are due.

This is done by setting an Inspection Frequency for each record within your account. An inspection frequency is set when you add a new record. You can also amend the frequency by editing the Frequency field in existing records.

Please note - the default inspection frequency list within your account will vary depending on which account template you have. If you want us to add a custom inspection frequency to your account, please contact us.

When will my records become due for inspection?

The notify period depends on the inspection frequency that you have set for your records. By default, records will be shown as Due for the following number of days before the inspection deadline:

  • Weekly - 2 days

  • Weekly by [specific day] - 3 days

  • Monthly - 6 days

  • Quarterly - 14 days

  • Half-Yearly - 14 days

  • Yearly - 28 days

  • 2 Yearly - 70 days

  • 3 Yearly - 140 days

A Due period begins at 00:01hrs on the first day of the period. For example, a 'Weekly by Wednesday' frequency enters its Due period at 00:01hrs on a Monday, and a record will become Overdue at 23:59hrs on the Wednesday.

An overview of the Inspections Due and Overdue in found on your dashboard when you login to your Papertrail account. Due inspections are displayed in amber, whilst any Overdue inspections will be displayed in red.

You can use the filter options at any time in the left hand menu bar to navigate to the records that are due and overdue for inspection - just click on the red or yellow numbers.

You will also be notified via the Weekly Digest email, alerting you to any inspections that are due or overdue on your account.

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