Posted By Ian Stone This may seem a simple question but its caused a stir amongst our staff and union reps. In the past we have recorded our risk assessments on a form and these were then kept within the area and also in a central file. Last year we started inputting these forms onto a computer database for our use so we cant do searches etc. Our management have come up with the idea to get rid of the paper system and have it all on our staff intranet so staff can look up and input all the assessments on line. This has gone down well with the majority of staff but a few (including some union safety reps) have got upset stating that the assessment must be written down, and not recorded on a computer. What do you all think?? Many thanks Ian

Posted By Barrie M Dexter It does not mtter what medium you use to record the assessments as long as the significant findings are recorded and notified to employees. One thing to bear in mind is have all employees got ready access to your intranet to view the asessments when required? Barrie Dexter

Posted By Sean Fraser Some people are technophobic and are very uncomfortable with dealing with computers in any shape or form. While this is perhaps seen as irrational, it is a genuine distrust of technology and shouldn't be dismissed out of hand. If they can be accomodated in a simple and cost effective way, it keeps everyone on board and reduces the potential for unwarranted dissent. Perhaps the option of writing the RA could be retained, with the info then entered online by someone else - the original could either be kept or disposed of with the option of printing the online version whenever it is required (possibly due to convenience at actual work site). Mind you, if this is simply pedantry, it can be gently pointed out that writing is simply a means of communication using symbols and letters to represent sounds and convey information, concepts, principles and unwanted junk mail. It just happens to be in a computer rather than on paper.

Posted By David .J. Minnery If all assessments are held on computer rather than paper the following questions would have to be answered:- 1. Do all your staff have access to a computer? 2. Are all your staff computer literate? 3. Have all your staff received computer training from you as an employer to enable them to access the relevant information which you have decided to record electronically? 4. Do you provide written/printed copies on request to those who wish them? It is very easy to forget that not everyone is computer literate and not everyone is as up to date as yourself with technology, it may well make things easier for some people but not necessarily everyone, is it THAT difficult to provide a written/printed copy or is there something more sinister like management showing the Union Representatives who's boss? How do you prove that everyone has seen the relevant assessment or policies if you do not provide them with a copy? It is easier to provide a written/printed copy and get a signature receipt to say it has been provided, while anyone can input whatever they wish into a computer. Paper trails [if maintained properly] may be a little outdated by technology but are still very useful especially in the event of a claim against you, but remember if you do provide a written/printed copy you can scan and store the signature electronically. Make working life easier by reducing conflict over minor issues, work with your employees and their union reps, not against them !

Posted By Neil Pearson Just a quick suggestion - I tend to provide risk assessments electronically too, but publishing them as Office documents can cause problems with tampering. I use Adobe Acrobat to produce password-protected versions that will always remain the way they were intended.

Posted By Gilly Margrave Just a thought but if they want a written down version they could just print them off the intranet. It also occurs to me that having them on the intranet is an excellent way of raising awareness of their existence and content. Gilly

Posted By Peter Lee Remember that the MHASAWR 1999 ACOP states that Risk Assessments must be retreivable for safety reps, employee reps and visiting inspectors.