Certification · Field operations
Audits off paper, onto a platform
A certification firm ran its on-site audits entirely on paper. We centralized their legal documents and put an app in their auditors’ hands. The whole process is digital today.
Audits and inspections without paper
The inspector raises the finding on site, with its evidence, and the file assembles itself. Nobody retypes anything back at the office.
The problem
The inspection is filled in on a paper form, the photos go out over chat and someone at the office empties it all into a spreadsheet. The file exists, but scattered: the finding in one document, the photo on a phone and the commitment to fix it in an email. When the audit arrives, gathering that is the work, not the audit.
How you notice it
- The photos from the last inspection are on the phone of whoever did it.
- Someone at the office retypes what was already written in the field.
- To know whether a finding was closed, you have to ask a person.
- Permits and certificates expire and you find out when someone asks for them.
Use cases
What we build
- Capture on site, office or not. The inspector’s app carries the form, takes the photo, collects the signature and reads the code. What is raised in the field is the file, not a draft of the file.
- From finding to action plan. The finding opens a plan with an owner and a date, and the plan closes with the evidence that proves it. Nothing is left in an email.
- What expires says so in advance. Permits, certificates and contracts with their validity inside the system, warning ahead instead of turning up expired in front of the assessor.
- Everyone sees their own. Scope follows the org chart: a plant sees its plant and management sees everything, with no permission list kept by hand.
- Evidence the way the assessor asks for it. Exportable in the body’s format, instead of reordering shared folders the week before.
Use cases
What people ask us
- Does it work where there is no signal?
- It depends on where you work, and it is worth deciding before building because it changes the design. If the inspector goes into places without coverage, capture is stored on the device and uploads on return.
- Does it serve any standard?
- The inspection form is configured. What does not change is the mechanism: finding, owner, date and evidence.
- Do we have to replace the system we already use?
- Not necessarily. If you already have somewhere the documents live, it integrates against that. What almost never exists is the link between a finding and its evidence.
- Who can delete a piece of evidence?
- Nobody quietly. Changes are kept with author and date, because evidence that can be altered without a trace is not evidence.
45 minutes to find out whether this applies to you
Four questions first, so the call starts where it matters instead of at the beginning. If in those 45 minutes we see this is not for you, we say so right there.
Tell us about your case