Rank: Forum user 
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Hi. Just would like to know your opinion on the form of keeping the following records..
Risk assessments - can we only have electronic copies without printing a lot of pages...? We have them available on every computer around the workplace..
Also what about fire risk assessment and fire precautions log book - logging fire drills, fire alarms, test of fire alarm and emergency lighting, etc. Are the records on the spreadsheet enough - again with easy accessibility to it??
I d like to reduce the printed copies of all H&S management system documents to minimum ..
Thank you
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Rank: Super forum user 
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Personally I find this very useful. No running round updating multiple printed copies and everyone has access to the latest version.
One caution - make sure the folder is read only access for most users as you don't want accidental deletions.
For RA and similar the word version is off line with a PDF print to the accessible folder so that changes can only be made by authorised person's.
Where spreadsheets are utilised e.g. fire alarm tests the file itself is edit protected.
The only paper copy maintained now is the Management Systems Manual and then solely for the benefit of the external auditor.
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Rank: Super forum user
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Personally I find this very useful. No running round updating multiple printed copies and everyone has access to the latest version.
One caution - make sure the folder is read only access for most users as you don't want accidental deletions.
For RA and similar the word version is off line with a PDF print to the accessible folder so that changes can only be made by authorised person's.
Where spreadsheets are utilised e.g. fire alarm tests the file itself is edit protected.
The only paper copy maintained now is the Management Systems Manual and then solely for the benefit of the external auditor.
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Rank: Super forum user 
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I tend to use both in equal measures, it really does depend on the business and who needs to view. Obviously in construction where operatives need to read and sign the RAMS i would print out copies as required, but for management and to keep an original copy i tend to leave them on a folder using dropbox
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Rank: Super forum user
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All our risk assessments are kept as digital copies and are done using a tablet to save on printing. Only key members are able to access the word documents, but we do upload all PDF formats to our internal intranet system to staff to view/download as required. The only thing we print is the firelog book. as we store checmicals our logbook has a record of the chemicals and the location of them. we want to make it as easy as possible to alert the FRS of these and the locations.
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Rank: Forum user
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Originally Posted by: benek84  Hi. Just would like to know your opinion on the form of keeping the following records..
Risk assessments - can we only have electronic copies without printing a lot of pages...? We have them available on every computer around the workplace..
Also what about fire risk assessment and fire precautions log book - logging fire drills, fire alarms, test of fire alarm and emergency lighting, etc. Are the records on the spreadsheet enough - again with easy accessibility to it??
I d like to reduce the printed copies of all H&S management system documents to minimum ..
Thank you
We use an electronic management system that does exactly what you are looking for plus more and doesn't cost a fortune. Each employee can be set up as a user to access the system and other people (e.g. customers) can also access it; if you work over a number of locations or have remote workers it can accessed from anywhere over the internet. The system helps with document management, risk assessments (including COSHH), first aid, fire safety, managing training, workplace/equipment inspections and maintenance, health and safety meetings and loads more. Through electronic signatures you can train employees on risk assessments, safe systems of work, emergency procedures etc.
The system we use is called "The Action Manger" (http://www.theactionmanager.com/) and I have no affiliations to this company other than being a satisfied customer. They offer a 3 month free trial so it could be worthwhile having a look to see if it will meet your needs.
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Rank: Super forum user
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There is no need to keep paper records. Electronic documents are fine but in either case you need a system to manage them. In my previous life in the Civil Service we had a system of registered files. These were paper documents held under a unique identifier, which we could send a way to a documents registry but we could get them back if we needed them. We then went electronic and used a document management system to keep our records (Workbench). This dealt with the issue of multiple version of the same document and made sure that updates were recorded. It also posted reminders of when reviews were due and it had an audit function. It was clunky to use and expensive but better than nothing. The important thing to remember is that the system is only as good as the stuff on it, so don’t fill it with useless c**p.
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