5 Reasons to Go Paperless

There are many reasons for you to go paperless with your Health & Safety program! We’ve made a list of 5 reasons why it’s time to say goodbye to paper and make the switch to a digital workplace, Health & Safety with SiteDocs.

If you’re ready to make the leap from clipboards and filing cabinets to the iPad and web, Contact Us!  Our implementation team is equipped to help you transfer your entire paper safety program to SiteDocs, and we can have you trained and using SiteDocs within days.
 

1. Paper Forms – A Waste of Time (And Money)

Each piece of paper, Toolbox Talk, Safety Meeting, or Inspection Form has to be printed, copied, handed out, filled out, signed, collected on site, brought back to Head Office, and filed in filing cabinets.  On average, companies spend a total of 1-3 minutes handling each piece of paper related to safety.

Imagine across your entire company (at all job sites) you handle 15 safety documents per day.  That means you’ve wasted 30 minutes a day, or 125 hours a year, and at $30 per hour, it’s costing you $3750 just to move paper!

Going paperless with SiteDocs means workers simply fill out a form and immediately go back to work. It’s instantly transferred and automatically filed by location in your SiteDocs account.

2. Paper Forms – Easily Lost Or Damaged

Paper documents are vulnerable to a range of issues—they can get dirty, wet, ripped, smudged, crumpled, torn, burned, or even completely lost, compromising both data integrity and security.

By transitioning to a paperless system with SiteDocs, you can improve data protection and compliance. Every inspection form, audit, toolbox talk, safety meeting, and other essential documents are scanned, securely stored, and protected with advanced encryption.

This streamlined process reduces the environmental impact of paper sheets and ensures that all data is safely backed up, minimizing the risk of loss and unauthorized access.

3. Paper Forms – Not Enough Space

Paper safety forms are often crammed into a single page to save on printing costs, leaving limited space for workers to fill out responses. This results in incomplete documentation and inefficient use of office space.

With SiteDocs, the benefits of going paperless are clear. By adopting a paperless approach, you can eliminate the need for physical forms and hard copies. SiteDocs allows you to add custom form items that never run out of space, ensuring complete, accurate data entry. All forms are digitized, stored in the cloud, and can be accessed from anywhere, reducing the need for physical filing systems and freeing up valuable office space.

This digital transformation not only mitigates paper consumption but also contributes to a more sustainable future by reducing business waste and lowering carbon emissions.

4. Paper Forms – Illegible Handwriting

When workers run out of space on paper forms, it can lead to incomplete or illegible documentation, making it difficult to decipher the information. This not only hampers productivity but also creates a significant challenge during audits and disaster recovery.

Digital forms management system ensures that your records are accessible from anywhere and eliminates the risks of losing paper records due to disasters like floods or fires. Additionally, automating data entry and reducing manual processes improves audit readiness by ensuring accurate, real-time records, which can be retrieved seamlessly when needed.

The result is a paperless office that boosts business growth and productivity while supporting a more sustainable, greener future.

5. Paper Forms – Errors And Missing Crucial Information

Safety documentation is essential for proving due diligence, but with a paper-based system, errors are common, and crucial fields can easily be missed—such as forgetting to add a date with a signature. This not only jeopardizes compliance but also complicates audit processes and disaster recovery.

By eliminating the risks of paper-based errors and losses, SiteDocs improves audit readiness and ensures that your safety records are safely backed up, giving you peace of mind.

Go Paperless With SiteDocs

SiteDocs is a paperless safety solution that provides intuitive safety management software for workplace Health & Safety management.  Our iPad, iPhone, and Android apps allow your workers to fill out safety forms from the job site, and completed forms are instantly available online at Head Office.  SiteDocs is fully customizable, so you can build any safety form you need and upload your Toolbox Talks, Safety Meeting forms, MSDS, Safe Work Practices, Safe Job Procedures, and a digital version of your Safety Manual. Book a demo today!