Rank: Forum user 
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I am planning to allow my sites to keep site monitoring records and fire log book records electronically. What are peoples thoughts on this - do we need a hand written signature to be more robust or is a full E version OK, giving the name of the person completing the checks?
All thoughts welocme.
Regards
Anthony
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Rank: Super forum user
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Depends if it is ever likely to be used in court....
It is then perhaps either making sure you can verify the person completing the checks electronically maybe it is something only that person can get into. There is a practice note that accepts that although some judges still prefer a signature especially when there is a dispute as to whether it happened or not...
It may be just as easy nowadays to have a scanned copy of the check with a signature uploaded or emailed..Some copiers not only scan it but can email it too....
Problem is in most cases the person doing the checks will get someone else to update the file...
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Rank: Super forum user
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Hiya Anthony - I understand why you want to do this but the pit fall of checks that can be recorded electronically wont be recorded correctly - I know this can be said of paperwork too but the temptation is greater IMO.
I am correct in presuming a PC screen or are you considering mobile hand held's? Steve quite rightly states too no signature who's done them.
I see you are in retail - I have had these issues - more than happy to talk in more detail outside the forum.
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Rank: Super forum user
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It depends on what you mean by an electronic system. If all that you mean is that the information is saved as a normal excel spreadsheet or a table in a word document, that’s probably not good enough. There are proper electronic record management systems available, where each user has a unique log on, which acts as their electronic signature. It some ways this is better than paper system as you can’t change it once it has been done and the date and time are granted internally and cannot be fiddled with after the event.
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Rank: Super forum user
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Just to play devils advocate...Where is it stated in any legislation or ACOP's that records have to be recorded manually or indeed signed such as a Risk Assessment? I appreciate that everyone likes paperwork (although Auditors seem to be happy with electronic these days!) but if indeed it was used in court as evidence, how would a hand written document be worth more than an electronic one? Given the times that we are in with IPads etc, surely its only a matter of time before its all electronic.
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Rank: Super forum user
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Mr.Flibble wrote:Just to play devils advocate...Where is it stated in any legislation or ACOP's that records have to be recorded manually or indeed signed such as a Risk Assessment? I appreciate that everyone likes paperwork (although Auditors seem to be happy with electronic these days!) but if indeed it was used in court as evidence, how would a hand written document be worth more than an electronic one? Given the times that we are in with IPads etc, surely its only a matter of time before its all electronic.
Don't think I said it was in an ACOP/Legislation...As already stated it would depend if there was a dispute over what was or wasn't done..there are legal practice documents that allow the use of electronic documents...when it comes down to whether someone has or has or hasn't done something... the physical signature can't be challenged (in most cases)..not all cases are the same...so I'm sure we can all come up with fors and againsts...just more information for the pot...having made my way through several cases and fatal investigations over the years, although some of which relied on electronic signatures..some of which started life hand written..if there is no dispute it works...if there is a dispute ...the case failed...you pays your money you takes the chance...depends how high you think the risk is of being sued..
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Rank: Super forum user 
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Go for it! Do make sure you've got decent back-ups on your servers though.
Hard-copy signature versions can be fudged as well (e.g. months worth of entries hastily signed off in the same hand with the same pen when someone gets wind of an inspection visit).
The answer to that is adequate monitoring, supervision and audit to ensure that what is said (recorded) as being done is actually being done -irrespective of whether paper or computer records are used.
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Rank: Forum user
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Anthony,
I'm with Ron on this, any system can and probably will be fudged if givan the chance.
Regular checks and monitoring is definately the key factor. I would also seek the opinion of your insurers as well, as it is usually them in court defending any claims on your behalf following an incident.
Regards
Clive
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Rank: Guest
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I had this discussion a few years!! ago when it was decided that electronic signatures were permissible in a court of law.
Since then I have kept electronic versions of records across a lot of fields including Accident Reports.
BUT: to be safe the origninal record is scanned and saved electronically onto the company's intrnet which has cut my off site storage charges dramatically. Also this allows access to those who need to refer to any record.
We do not allow direct completion of records on line; as has been said mistakes happen.
Rich
In the old days records were microfiched so why not scanning
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Rank: Forum user
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All,
Many thanks for your input - interesting to get the different sides of the coin many of which I am arguing with myself about which led me to raise the topic. Hopefully this may prompt further thinking for us all
Clive,
Like the idea of engaging the insurers and will follow this suggestion up.
Regards
Anthony
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