When we do demonstrations of our safety Forms and Recordkeeping component, we often get asked about what data gets stored with each record, and what reports (or queries) can be run later.  This post is meant to explain the functionality that is within our software, what we have in the works, and what functionality is NOT available in the system that you will need to look elsewhere to compliment the Safety Management System.



The SafetySync recordkeeping module allows you to store the following information (and thus later query):

1. Record Type (from list of Forms)
2. Date
3. Filled In By (from list of Employees)
4. Job # (a simple text field)
5. Location (from a list of Locations in the system or "Other"-which allows text to be entered)
6. Deficiencies (problem discovered, corrective action required, priority level, assignment, due date)

We are currently working on functionality that will also allow you to track (and later query):

7. Equipment # (from a list of Assets/Equipment)

The sorts of reports you can therefore run in the system would include:

• A list of Emergency Drills that were performed in the Edmonton last month (with links to the source record)
• A list of Hazard IDs that had one or more deficiencies discovered by Joe Blow (with links)
• A list of all Safety Meetings performed on job # 12345
• A list of all Inspections that were done on Tank A
• A list of all records that had deficiencies with the string "trip hazard" in them
• A list of all records that had priority levels that were "Critical"
• Etc...

What our forms and recordkeeping system cannot do, is delve into the data that is contained within each record:

• A list of Inspections that identified a pressure reading of 120psi on Pump B
• A list of Safety Meetings which Bob, Joanne and Dave attended
• A list of Emergency Drills that were completed in 2 minutes or less
• And so on...

In order to accomplish the latter, we highly recommend a field data capturing system, along the lines of what Spira Data Corp. offers with their Spira Mobile product.  I have worked with this product in the past and it is extremely flexible and robust, allowing companies to manage accounting, inventory, payroll (and yes even safety data).  Each form in Spira is no longer a piece of paper or an Excel spreadsheet, but an actual data capture tool that later synchronizes all the fields on the form to a database back end.  You can then query and report on any or all the fields on the form.  The form will take longer to build than a simple spreadsheet, but it will populate back-end systems like those used for invoicing and payroll.

The other advantage of Spira Mobile, is that it allows you to easily take the forms "offline" when there is no Internet connection available.  With our software you may occasionally have to print paper copies of certain forms or save them on the hard drive of a laptop or handheld, to be completed and later emailed, faxed or uploaded back to SafetySync.  Spira Mobile takes care of the synchronization automatically.

Spira comes at a cost, but if an organization spends enough time compiling and reporting on data captured in the field, it can be a huge time saver.  Many implementations can pay for themselves in less than a year.  Field data capture for work orders (or field tickets as they are sometimes called) is their specialization.  The return on investment for the forms that initiate the invoicing process are largest because they can significantly shorten your billing cycle (thereby improving your cash flow), and because lost forms or re-keying mistakes can cost the company revenue.  Unfortunately, capturing data on safety forms does not have these same benefits, so the business case is somewhat harder to justify.

If you like the data-capturing functionality offered by the Spira Mobile product, and would like to integrate it with the rest of your safety management system in SafetySync, contact our customer support, or the folks at Spira.

The backbone of a Health and Safety Management System is the ability to identify deficiencies and correct them.  Any hazard slipping through without correction can lead to an accident, injury, OH&S investigation, legal action, and loss of reputation.  Therefore it is critical to not let any deficiency go uncorrected.

In the SAFETYSYNC software, the corrective action process starts with a "record" (such as a hazard assessment, safety meeting, inspection, or incident investigation).  An electronic copy of each record is stored in the system for subsequent analysis or review.

There can be any number of deficiencies identified on a record.  Each deficiency must be addressed by developing a corrective action plan, which is assigned to an individual, assessed for priority, and given a due date.


Each action item has a log which records any events related to the action item (creation, reassignment, comment, deferral, etc.)

Once a deficiency has been corrected, the individual marks the Action Item 'complete', which automatically advances the item for management sign-off (required for most Safety Management System standards, including OHSAS 18001 and CSA Z1000).

When an Action Item is assigned to an employee, it shows up in the worker's Employee Portal (sorted by priority and due date).

The employee is also sent reminders when action items are coming due, to ensure all deficiencies are corrected on a timely basis!

As those of you using our Recordkeeping module appreciate, SafetySync is a great way to store completed safety forms (we call them "Records" once they have data on them to distinguish from "Forms" - which are the blank versions).  Until recently, the only way to submit these records was to upload them into the system.

We've now added a new feature which makes it easier for the less-tech-savvy employees in the field to send in their records: the old tried-and-true fax machine.  There are two ways to use the fax to route the records to the appropriate approver in your organization.

The first, is for the administrator to copy a unique bar code (available in the appropriate Form Details screen in Company Administration) and paste it somewhere on the Word, Excel or PDF document you use for your forms.  That way, each time an employee prints a form from the system, it will already have this bar code attached.

In some cases, it may not be practical (or even possible) to put a bar code on a form.  No worries; employees can simply print a fax cover sheet for the form, and submit it ahead of the record when sending the fax.  This cover sheet can be set aside and re-used for the same type of form again and again.

Simply have your employees fax their safety records (and cover sheets if needed) to 1-888-308-8804.  It's a toll-free number, so you will not incur any long distance charges.

The faxes get automatically routed to the records approval screen within minutes, for review and approval by an administrator.  If there are any deficiencies identified on the record, corrective actions can be assigned to individuals and due dates set.

Safety recordkeeping has never been easier!