Paperless Inspection applications can address a myriad of issues and business processes within the food industry.
We will use the term 'inspections' in the widest possible definition that encompasses a variety of activities performed against a piece of equipment. This includes data collection, periodic inspections, daily visual inspections, weekly/monthly inspections, semi-annual/annual audits, job safety analysis and tracking of deficiencies and corrective actions.
Simplify daily activities:
If done correctly, automating food inspections can dramatically simplify daily processes and speed up tasks compared with paper-based data collection. For example, using barcodes or RFID tags can expedite daily routines with minimal effort and simple setup. Using features such as 'quick pass,' which records the results (e.g. Temperatures) of your visual inspections with literally 'one click,' is another way to improve efficiencies. Using speech to text (converting your speech to text and reports) capabilities is another way to save time while recording the inspection/audit result in the field.
Comply with Standards, Procedures, Regulations and HACCP:
Electronic paperless inspections can be based on pre-defined checklists which reference standards (E.g. ISO 22000) and guidelines and ensure that all required information is easily accessible. Many Food Safety Managers use a variety of Australian Standards, which link their food safety inspection findings with the appropriate regulations or instructions and can be part of their quality management system. Electronic references of such requirements save an enormous amount of time and ensure that reporting and record keeping is timely and accurate.
Guarantee that Inspections, Hazard Analysis and Corrective actions are performed on schedule:
Paper based activities require significant time investment and/or administrative assistance to ensure that they are performed on time. Paperless inspection application can automatically send reminders and alerts, ensuring that you are informed when inspections/corrective actions are due and alerted when they become overdue or corrective action is required.
Maintain and easily access organized records:
Have you ever tried 'hunting for' documents and records, finding that they often seem to be 'misplaced' or even worse – cannot be found at all?
A few years ago we received a call from one of our customers who was using our software to conduct Fire Safety inspections. They had a fire in their facility and the Fire investigator who was investigating the fire wanted to see their inspection records for the specific floor in which the fire had occurred. To expedite access to their information, they called to ask for assistance, and a few minutes later we provided them with the information in a spreadsheet. To our surprise, they called us back about an hour later 'beaming with delight' stating: "Thank you, the Fire Investigator left". How can one put a dollar value on such occurrences?
Supports BYOD/CYOB implementations (Bring/Choose Your Own Device):
Automating inspections usually includes a number of tools that enable electronic data collection, such as iPads, Tablets or mobile phones. Supporting industry-standard devices and allowing food safety managers to use their own devices can significantly reduce the overall implementation costs of such inspection management system.