Signing in the new world - the case for digital signatures

October 9, 2023

H&S Specialist

It may seem like a simple concept, however the benefits a digital signature brings is unquestionable to a business. Here are 7 reasons why it pays for digital signatures to be used in health & safety.

Quicker approval ⏰

We all know the burden of paperwork. And we all know an engineer who loses their H&S paperwork, or doesn’t get the documents signed on time. Manual processes are always going to carry more risk of losing information.

With an instant approval process, digital signatures allow a quicker workflow whilst storing signed evidence indefinitely into the cloud technology. Your efficiencies improve and you never have to worry about relying on a worker sending their signed risk assessment in the post and it being lost on route.

Cost saving 💸

We all know time is money. At a time when H&S redundancies and the furlough scheme remain rife, businesses are counting every penny.

When using digital signatures, there is small cost saving from stationery spend. The average UK business spends £120 per person every year on office supplies. Although digital signatures will help reduce some spend on paper, there is a greater cost saving. Remote workers will not need to make extra journeys posting RAMS therefore, your whole workforce saves both time and money by commuting less.

Protect liabilities ⚖

How often have you completed an audit on site to find there is always one person that has failed to sign the RAMS register? People fall through the net with manual hard copy processes.

With digital signatures, you can reduce the risk of people failing to sign H&S documents. They can be sent directly to their email address, signed using a computer on site, and you don’t have to hear the excuse of ‘I haven’t got a pen’ again. 

Better still, the HandsHQ digital signature has a photo feature, allowing someone’s face to be captured for authenticity. This reduces the risk of others signing on behalf of someone else.

Added security 🚨

In the government’s last cyber security report, 46% of UK businesses have been subjected to an online attack or security breach. And these results were shared before Covid lockdowns were in place (how many scam emails have you seen since the pandemic?)  

Digital signatures allow verification and authenticity of both assessor and approver within the RAMS process. Many businesses are aspiring to gain ISO 27001, and this will prove that a signature will remain secure and GDPR compliant. And remember, software companies have an army of software developers whose job it is to make sure the system cannot be hacked. So it’s the safest place to be.    

Increased storage 🏬

Space is considered a premium. And depending where your office is located (especially London), business rates are still high. Businesses are thinking about downsizing office space due to the increase in remote working, but how can this be achieved? 

Digital signatures means less physical paperwork needs to be held and that means less storage required in your office. You also don’t need as much offsite storage facilities and where more cost can add up. 

Covid secure 👮

We are coming up to a year of putting Covid controls in place at work. And we all want to do our bit to keep control measures as simple but effective as possible. With 134,000 complaints raised since the crisis, only 192 enforcement notices have been issued by the HSE. The HSE is clearly struggling and we all need to do our bit.

Using digital signatures removes the need for sharing items such as pens. And that means less cleaning to do. Although shared equipment will still require cleaning between use, many businesses have issued mobile devices to workers so sharing is no longer an issue. 

Find out more about digital signatures here or contact us

You can also watch our On-demand product demo by clicking here

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