Businessman hands working in Stacks of paper files for searching information on work desk

The 8 Benefits of Accurate Documentation You Don’t Want to Miss

24/7 Software
May 27, 2021 7:00:00 AM

Let’s set the scene for you.

It’s now the busiest time of year at your property.

The stress level is up, and the projects don’t seem to end.

Even when you get caught up, the next day you feel behind all over again.

Today you walk into the office already prepared for a hectic day.

Then, to fuel the fire you notice a voicemail from your property’s legal counsel.

They’re notifying you that a slip-and-fall case has been filed against your property.

And the incident occurred three years ago.

You’re at a loss for words.

You’re not sure what to do at this point and start running through a series of questions in your head.

Who documented the incident?

Do you remember?

Do they work here anymore?

Where's it filed?

Is it filed?

Is it legible?

You may or may not even have the answers.

Take some pressure off you and your team.

Your Solution for Getting Accurate Documentation

Introduce operations management software to provide you and your risk management team with accurate documentation for incident liability defense.

Accurate documentation is the ultimate factor in providing your operation with clear-cut risk reduction.

With operations management software, you can capture complete and accurate digital documentation for real-time review and future analysis.

You’ll reap the following eight benefits (and be on track to achieve Proactive Operations too!):

  1. Eliminate often illegible handwritten notes.
  2. If notes need to be accessed in the future, no need to find the employee that wrote them to decipher them. (That's if they still work at your property.)
  3. If multiple personnel or departments are involved in the response, the paperwork is stored in a central repository.
  4. You can attach and quickly reference documents (pictures, videos, and audio witness statements) with each incident.
  5. Ability to generate reports to spot trends and be better prepared for the future.
  6. Digital records are generally accepted in liability defense, unlike handwritten notes which may not be.
  7. All changes made to incident reports are automatically tracked which strengthens liability defense.
  8. Descriptions of incident types are uniform since a drop-down menu is utilized where everything is labeled the same.

Over to You

Successful liability defense is a notable result of effectively and accurately documenting incidents using operations management software.

Files are not fragmented throughout multiple departments or among personnel, and all relevant documents associated with an incident are accessible.

It should be just as easy to reference an incident record five years from now as it is five days from now.

Accurate, legible, and historical records provide substantial benefits to reducing your risk and managing your property!

Editor's note: This post was originally published in April 2014 and has been updated for comprehensiveness and freshness.

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