In today’s digital era, many organisations still use paper-based systems and multiple spreadsheets to manage health and safety. From a business owner’s perspective, this sort of approach can breed a variety of problems that impact on the business’ level of compliance. Information recorded on paper can be inconsistent, mislaid or filed late; multiple systems mean it’s impossible to access a single and instant overview of compliance; and it can be challenging to complete and record audits and assessments across multiple branch sites.

Most organisation’s face critical IT modernisation issues, whether digitising the customer purchasing experience or moving away from ageing software and hardware solutions.  IT has become a critical part of an organisation’s DNA and shifting to newer technologies such as cloud-based computing has tremendous potential to transform the management of health and safety to mitigate risk, maintain compliance and ensure the well-being of the workforce.


1. Save time, improve efficiency and stay on track thanks to health and safety software

Cloud-based safety management software can be accessed from anywhere using a web browser, and on a range of devices including tablets and smartphones. With mobile apps and automated alerts, you can streamline processes, ensuring essential training or facilities maintenance isn’t missed and reduce laborious paperwork.

As information is captured instantly, you avoid the risk of errors creeping into audits from handwritten notes being inputted later, or even valuable data being completely lost if paperwork is mislaid.

In terms of IT infrastructure, the move to a cloud-based system reduces server usage and eliminates the need for software upgrades across multiple devices, reducing the risk of branch managers working on different generations of software.

2. Staff engagement

Engage staff at all levels in your business with personalised access levels for directors, managers and frontline staff. With user-friendly, clear navigation and engaging sector specific e-learning options, staff can complete health and safety training on their PC, tablet or smartphone when it’s convenient for them without time away from their workplace.

Utilise cloud-based software for confidential staff safety observation logging.  Your staff become an active part of your safety solution and aid the evolution of your organisation’s safety culture.

3. Civil claim protection

Accident reports can be completed quickly, with staff data auto-populating fields, and the facility to attach accompanying evidence. Historic and detailed information held in the cloud is game changing in defending a potential claim that can come to light even 3 years post-accident.

4. Data security

Storing your data in the cloud means that it will be secure and protected. Southalls Safety Cloud is IASME Gold Certified, Cyber Essentials Plus accredited and secure through 128-bit data encryption.

5. Consistency  

Cloud-based health and safety management software helps everyone to take the same approach, every time by ensuring the same processes are used to collect information in the same way. This will give you a consistent set of data across departments, sites and countries and result in fewer errors and gaps in compliance.

6. Trackability and Accountability

Cloud-based software provides an end-to-end view of tasks, clearly defined responsibilities and case histories, with changes tracked by user and date.

For business owners, this detailed due diligence trail provides peace of mind, while reliable data served up in easy-to-access formats allows trends to be pinpointed and KPI’s to be hit. Highlighting any areas that need addressing and guiding future health and safety investment and planning.

7. Flexibility

More advanced cloud-based systems can be tailored to bespoke managers audits and frequency and delegate duties from first aid, accident reporting, fire warden, fleet management to auditing, to ensure the job gets done.

8. Scalability and affordability

Unlike traditional IT systems, cloud-based software is very scalable and affordable. Your software provider manages all the hosting and maintenance of underlying infrastructure so you can focus on getting the most out of the technology for your business. This means there are no large upfront hardware or licensing costs. Instead, you pay a subscription based on the number of users and you’ll always have access to the latest version of the software. As your business grows, your cloud software can grow with you, just add more users as and when you need.

9. A holistic approach

The most advanced cloud-based systems will take a holistic approach to health and safety management, covering accident reporting, audits, COSHH and work equipment checks, to risk and subcontractor assessments, permits to work, enforcement officer visits and workplace transport management. This eliminates the need for multiple individual systems, which all record, manage and present information differently, making it challenging to achieve an overall picture of compliance.


Cloud-based systems like Safety Cloud help to instill a more proactive approach to health and safety within businesses, delivering efficiencies in the short-term and a stronger level of compliance for the months and years ahead.

For companies that still use traditional paper-based health and safety management systems, the move to the cloud can seem a little daunting and this is by no means an unusual scenario. But moving to a cloud-based system doesn’t have to be difficult. Quick to implement and built around your business, Safety Cloud automates every aspect of health and safety management, with no guesswork or grey areas.

Still managing compliance with files and spreadsheets? 

Download our free e-Guide to discover the ten ways cutting-edge technology will transform your approach to health and safety management – from serving up reliable, audit-ready data across any device to streamlining processes and boosting employee buy in.