Health and Safety Coordinator: Practical and free applications for document management

El tiempo estimado de lectura es de 3 minutos


Document management and control in the coordination of health and safety on construction sites is a task that seems simple, however, in practice it becomes tedious. The lack of certain documentation does not allow entry or labour at the work site for certain employees or contractors.

Thinking about the matter and in order to avoid delays in access or work permissions for those contracted or any worker due to a lack of any documentation, which no one ever likes or is satisfied, I thought of combining some tools and setting up a system that personally I think works very well and does not involve additional costs. The only thing you need is a   smartphone and some free applications.

To start, I replaced sending documents via email, for a shared folder in   Dropbox, a free application that facilitate the availability of documentation in a more agile way, which also allows the coordinator to provide necessary documents and contracts related to safety on site.

dropbox app

Using a smartphone has allowed me to have access to all this documentation immediately, easily and orderly (from creating different folders) by means of the Dropbox app, which works with all major types of smartphones (iPhone and Android). In this way I can walk to the job site and review the required documentation and take appropriate decisions, avoiding delays in access to employees or subcontractors.

However, it is also important to share with those involved annotations from the logbook and other information that the health and safety coordinator makes available to the contractors or property, also using Dropbox to share that documentation. Therefore, in the shared folder I include the minutes of approval of plans, safety instructions, the minutes of the logbook, etc.

With the phone I can take photos and share them with the Dropbox app so that, right away, they are available to the parties. And if written on site (minutes, notes in the book, instructions, etc.), I decided to use a free application for smartphones with a scanner function, for example   CamScanner, with versions for both iPhone and Android.


This allows me to scan any documents and share them immediately in Dropbox to inform the various parties (contractors, subcontractors, property, etc.). From this application you can retouch scanned images, generate PDFs and upload them to Dropbox in a few steps and practically on the spot.

In addition to data collection and monitoring weaknesses, risks and certain preventive measures to take in the different visits for coordination at the site, at Prevencontrol we have also developed a very useful tool. It is   Apptualize, which allows you to make completely customized data, in mobility, with geolocation functions and available for any mobile device (smartphone, tablet, etc..). In another post I will explain in more detail the features and uses of this tool.

I hope this simple conjunction of ideas and applications will help in managing the coordination of health and safety on the job site as it is helping me. Now the only thing missing will be work 😉



PrevenControl es la firma especializada en seguridad y salud laboral que propone soluciones eficaces e innovadoras para la mejora del negocio y la reputación de sus clientes a través de la consultoría, el uso de la tecnología y la formación.

¿Quieres recibir puntualmente las novedades de PrevenBlog? Suscríbete a nuestro blog!

Leave a Reply


1 comment

  1. Avatar


    Dock Solutions Gain Safe Contractor Accreditation

    Top Safety Accreditation for Dock Solutions Ltd

    Local business Dock Solutions has been awarded accreditation from Safecontractor for its commitment to achieving excellence in health and safety.

    Safecontractor is a leading third party accreditation scheme which recognises very high standards in health and safety management amongst UK contractors.

    Employing 30 people, Dock Solutions is principally involved in the Industrial Door and Loading bay sector, specialising in UK manufacture of Dock levellers, Dock Shelters, Load Houses, Goods Scissor Lifts and the Industrial Door industries. Dock Solutions most recent clients have included major players such as Stobarts, Walkers, DHL and Honda.

    The company’s application for Safecontractor accreditation was driven by the need for a uniform standard across the business.

    “Looking ahead to 2014, the company is well placed financially to continue it’s growth in this sector and expand and diversify into others” said Lee Brownson, Business manager for Dock Solutions. “By gaining safecontractor accreditation we will be proving to our customers our commitment to health & safety on their site and to our employees well being too”.

    Safecontractor accreditation will enhance the company’s ability to attract new contracts and its commitment to safety will be viewed positively by its insurers when the company liability policy is up for renewal.

    Safecontractor is applicable to most sectors although it is particularly relevant to food manufacture, property, facilities management, retail and leisure sectors, all of which are big users of contracted services. John Kinge, technical director of Safecontractor said, “Major organisations simply cannot afford to run the risk of employing contractors who are not able to prove that they have sound health and safety policies in place.”

    “More companies need to understand the importance of adopting good risk management in the way that Dock Solutions has done. The firm’s high standard has set an example which hopefully will be followed by other companies within the sector. Safecontractor plays a vital role in supporting our clients in meeting their compliance needs, whilst working with their contractors as they progress through the accreditation process.”

    Under the Safecontractor scheme, businesses undergo a vetting process which examines health and safety procedures and their track record for safe practice. Those companies meeting the high standard are included on a database, which is accessible to registered users only via a website.

    Client-organisations who sign up to the scheme can access the database, enabling them to vet potential contractors before they even set foot on site. These clients agree that, as users of the scheme, they will engage only those who have received accreditation.

    Over 210 major, nation-wide businesses, from several key sectors, have signed up to use the scheme when selecting contractors for services such as building, cleaning, maintenance, refurbishment or electrical and mechanical work.

    For further information contact:

    Lee Brownson – Dock Solutions Business Manager