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• Illegibility – is that a 1 or a 7?
• Incompleteness – how many records have at least one entry blank?
• Inaccuracy – sometimes difficult to see, but it is sometimes obvious. (Our favourite was a temperature record form. It was completed every hour, on the hour, 7 days (and nights) a week – and every temperature recorded was 82°C!)
• Incredible – the example I mentioned above was in a dirty environment, but the record was pristine.
I have heard it said that paper records are more secure than electronic ones. I have also seen the aftermath of a flood in a factory. The paper records became papier maché. Of course, the computers were ruined as well; but well-disciplined IT people keep copies of everything off site. The other argument I have heard is that computers can be hacked. How easy this is varies, but the same is true of breaking into premises.
That brings us to the real subject of this article – paperless forms. Until recently, paperless forms systems were prohibitively expensive for most of us. You needed a dedicated computer system, robust wifi (or wired communications,) and often expensive instruments to measure things. However, there are some systems available which fit this bill. They are generally very good and have wide ranging capabilities.
At the more affordable end of the market are the mobile forms systems, for which I prefer to use the term paperless forms.
(Paperless, because it satisfies my conservation credentials.) The term mobile forms has been coined, I believe, because they are often used with smart phones.
The system I am championing is called Prove It Forms. The name originates from the ISO 9000 series of standards, where the maxim was “say what you do, do what you say you do, and prove it”. The idea is to use digital forms that are based on the paper forms you currently use. These are produced on a Windows PC using drag and drop, online software. The forms are then accessed and completed using an app on a smart phone or tablet running iOS or Android. When the form is completed, it is uploaded back to the online system, or to your own servers. I upload mine to Dropbox.
Some of the drawbacks of paper forms are eliminated by:
• Using pick lists or an on-screen keyboard for data entries – always legible.
• Making entry field compulsory – so they can’t be left blank.
• Supporting data with photographs – so you can see if they are accurate.
• Date/time stamping or geotagging – to prove when or where the record was made.
There are additional functions that are not available with paper:
• Use the smart phone or tablet camera – “a picture is worth a thousand words”.
• Add pictures you already have on file. Brought to you by
Telephone: 01933 276400 Email:
info@proveitforms.co.uk
Websites:
www.proveitforms.co.uk www.food-care.co.uk
Contact us on: 01933 276400 or email:
info@proveitforms.co.uk for a chat, for more information, or to arrange a trial.
Did I mention, by the way, that it costs less than paper?
• Draw diagrams using the touch screen.
• Have the form complete calculations for you.
• Scan barcodes. • Collect signatures.
In addition to all these things, the output can be integrated with your favourite software (eg. Word, Excel) or with enterprise-level software.
Hands-on is always the best way to evaluate most things.
Sheffield City Region Chambers of Commerce Directory 2018 83
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