Imagine you have an audit tomorrow. You’ll need to access all of your audit documentation as soon as possible so you can prepare. In your mind, how long will this take? How complex is the process of finding the correct documents, if you can at all?
When it comes to audits, if it’s not documented, it’s not done. Having the right evidence and leaving an accurate paper trail is vital to a successful audit, especially when it comes to health and safety. So how can you make sure, when the time comes, you’re in the clear?
Often, the reason why some documents are missing is that employees simply haven’t created them. This might be due to laziness, but if you hire the right staff and promote a great working environment, it’s more likely it was accidental, or the employee wasn’t aware of the correct documentation procedure. For example, some employees don’t fill out accident forms if an injury seems too minor to them, or risk assessments might not be completed properly due to a lack of training.
It seems there’s no limit to what technology can improve in the world of work. Managing your documents has never been easier with the help of technology! You can implement automation so documents are automatically created, filed and synced so everyone who needs them has access to an up-to-date record. You can also back up your documentation to the cloud automatically so there will be no more lost or destroyed files getting in the way of your audit.
It’s time to say goodbye to physical paper. It can get lost or destroyed too easily. This point goes hand in hand with training. Make sure all your employees know how to use the system and log the relevant paperwork. With the right system in place, it should be a breeze for them.
If there’s an audit on the horizon, you need to be able to access your files swiftly. You can do this easily by making these cost-effective changes to your business processes which will last a lifetime.
My Colleague makes document management an easy and pain-free process. It’s helping businesses across the UK ensure they’re ready for their next audit as well as enhancing staff management, productivity, and client satisfaction. For more information, get in touch with us on 01782 213 116.
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