Efficient Recordkeeping for Safety

Efficient Recordkeeping for Safety

Keeping and maintaining records is more than an administrative task completed for accounting or tax reasons. Proper recordkeeping can save lives. All public and most private employers are obligated to prepare and maintain the records of accidents, however prevention is the key.

Entering a vehicle or other asset into a database to track usage, in addition to maintenance and repairs, from early in the asset’s life cycle is the best practice in preventing accidents. Properly maintaining and routinely inspecting items, especially vehicles, should be completed on a regular basis. A recordkeeping database keeps workers and management informed that it is time for maintenance.

Records maintained regularly will not only help prevent accidents, but will limit organizational liability and expense if an accident were to occur. If an accident could have been preventable, but improper recordkeeping caused the maintenance or repair from taking place, the organization is to blame for the accident. This can be avoided by using a recordkeeping database and staying compliant within processes that outline how and when records are recorded.

Effective recordkeeping is just as important as safety training and PPE when it comes to avoiding workplace injuries and deaths. It gives you a solid foundation for a successful, well-managed safety program. Recordkeeping, as part of an overarching safety program, will not only help prevent accidents, but can help you measure the success of your safety program and identify risks.

Recordkeeping and safety go hand in hand. That is why a detailed combing through of motor vehicle and other safety records is part of a DOT or OSHA audit. An advanced electronic database for housing these records makes the audit process smoother and more accurate. Reports can be run for the required information, leaving unnecessary data alone. This will speed up the audit process and provide only the required documentation to the auditing entity.

Proper recordkeeping should begin at onboarding and continue throughout employment. Building a comprehensive and documented safety program that includes detailed records will ensure that risks are identified before accidents happen. Safety program training should also be recorded, as part of each employee’s record. Stressing the importance of keeping records for safety and audit purposes should be part of the conversation between leadership and workers on a regular basis.

Collective Data’s fleet and asset management software has been assisting public and private organizations with recordkeeping for over 20 years. By listening to the needs of customers, Collective Data’s software products have evolved into the powerful asset management tools they are today. This comprehensive software is helping construction companies, municipalities, law enforcement agencies, and many more types of organizations prevent accidents and prepare for audits.

Beyond simply storing the records, asset management software compiles the data in reports, sends alerts when something has expired, assigns items to responsible parties, and many other functional tasks. Organizations that use this software have the ability to know where every vehicle and item are located, when maintenance is required, who is responsible for the item, and the history of every item. This information is required for compliance, in many cases, and will be required during audit or subpoena. Good recordkeeping is vital to every organization’s safety.

Efficient Recordkeeping for Safety

Effective recordkeeping is just as important as safety training and PPE when it comes to avoiding workplace injuries and deaths. It gives you a solid foundation for a successful, well-managed safety program.

Fleet and Asset Management Software