Digital Safety Management System: A Review

Digital Safety Management System

What Is A Digital Safety Management System

The digital safety management system is an organizational tool for managing safety, health, risks, and accidents to create better and safer working conditions. It keeps data on incident reporting, training, investigations, and other information related to workplace safety and health.

Moreover, it includes necessary policies, procedures, accountabilities, and compliance to meet local regulations and achieve a safe working environment.

Digital safety management systems are becoming more in demand as many businesses from various industries are benefiting from the convenience, accuracy and efficiency of converting their workflow process through digital systems.

It saves your employees the hassle of creating paper reports and the need to maintain paper records. There are user-friendly Digital Safety Management System which tracks inspections, investigations, incident reporting, training, equipment reliability and QR asset coding; everything can be completed from a laptop, phone or I pad.

There are dedicated, secured, digital safety software, which can be integrated into larger, in-house, management systems with SSI integration capabilities.

It also has Unlimited onboarding and training feature including mass uploading of existing safety documents and records, until you are fully functional with your new system.


Components Of The Digital Safety Management System

Instead of operating manually and wasting time, energy and resources the digital safety management system provides the following:

  • Digital Forms (The Paperless Solution for a Mobile Workforce)

Switch from paper to digital forms and allow completion anywhere using a computer, tablet, or smartphone.

  • Digital Folders (Cloud Based Policy and Procedure Storage)

Upload hundreds of documents into one cloud based storage location for your team to access, view, and digitally sign.

  • Equipment Management (The All-in-One Solution to Manage Assets)

Keep your equipment running with the help of innovative preventative maintenance software and automatically scheduled inspections.

  • Corporate Client Program (Implement and Manage Company Training)

Reduce the administrative work and cost of training your team. Access over 1,000 top training courses, excel reporting, dashboards, the training matrix, and more. All from your company portal.

  • Training Matrix (Automate Management of Company-Wide Training)

Using the Training Matrix, you can upload your organization’s unique company roles and training topics, set training requirements and the courses that satisfy them, and quickly assign training to thousands of employees.

  • Training Record Management System (Secure Online Storage of Training Records)

Compliance made easy with digital storage of training records and certificates, automated expiry alerts, and detailed exception reports.

  • Course Library (Instant Access to Over 1,000 Online Courses)

Save your company significant time and money by providing fundamental training at their fingertips.


Other Benefits Of Digital Safety Management System

Asides these, the digital safety management systems allows you to access the information you need on any computer or mobile device, and to receive notifications and alerts instantly.

The web-based safety management systems allows us to give you updates and safety advice instantly.

Web-based safety management systems are one the most efficient ways of receiving the information you need to create a safe work environment and provides benefits by:

  • Taking your safety management system to the next level of accessibility & functionality with an online safety management system
  • Allowing your safety system to be accessible from every computer and mobile device in your organization via an APP
  • Initiating automated alerts and reporting


Concept Of Effective Safety Management System

Important concept in an effective safety management system (SMS) is that safety is the responsibility of everyone within the company.

Senior managers are responsible for establishing and maintaining the SMS. Their roles and responsibilities include:

  • Establishing levels of acceptable risk;
  • Establishing safety policy;
  • Establishing safety performance goals that are in line with other company goals and help set a direction for improvement;
  • Allocating sufficient resources;
  • Overseeing system performance; and,
  • Modifying policies and goals, as necessary.

Line managers carry out the instructions of senior management by:

  • Implementing safety programs;
  • Ensuring that staff receives safety training;
  • Ensuring that staff has, and uses, safety equipment;
  • Enforcing safety rules;
  • Including safety in performance reviews;
  • Providing safety coaching to staff;
  • Monitoring staff safety performance; and,
  • Conducting incident investigations.

While employees

  • Help develop and establish safety programs;
  • Participate on safety committees;
  • Follow established procedures and not take short cuts;
  • Assist in investigations;
  • Report hazards and incidents; and,
  • Provide feedback to managers.

All these are made possible, easier and faster with digital safety management system software.


Benefits of Digital Safety Management

  • It helps companies meet compliance requirements.

Occupational health and safety is an important regulation that the government and industry bodies implement. With a digital safety management system, your company is able to easily track changes in the requirements, document renewals for each worker and worksite, and assessments. You will be able to respond to compliance without problems and avoid legal problems and fines when companies are not able to comply with the local regulations.

  • It improves efficiency and saves money.

Inspection reports, safety audits, and tracking are time-consuming and repetitive. Digital safety management systems automate these processes in real-time and on time. Managers can track reports remotely and employees can receive notifications in an instant even on a mobile device. Additionally, it’s paperless and can save you from the tedious steps and cost of printing and scanning and other overhead costs.

  • It improves employee safety and welfare.

Employee safety should be among the top priorities of companies. Employers and managers can measure their employees’ knowledge and awareness on safety-related issues and level of compliance. Once a gap is identified, training can be organized to help them remember the importance of safety at work and limit the risks.

  • It improves productivity and boosts employee confidence.

Digital safety management systems save the hassle of repetitive processes that employees do not enjoy at some point. It also provides a collaborative platform for managers and employees to access ongoing and completed tasks and compliance guidelines. Since the data is accessible to everyone, they are able to access and evaluate the data to improve their work and decision-making.

  • It improves the company’s image.

Digital safety management systems provide accurate information that can help the company improve its brand image. Their workflow becomes better and most of all, they’re building a reputation for prioritizing the value of safety at work.

  • It reduces language problems.

Most of these software are available in different languages and can be translated into any language if desired. Examples is DG-360.

DG-360 is designed with the best available techniques in it. The system is 5G ready and can recognize trends with the help of AI before we see them ourselves. The system has been designed in such a way that digital (API) partners (after your permission) can access the system, for example to report the warnings of your fire alarm system or the water level of your bladder tank, directly to you, and not just to the party that is contractually obliged to carry out the maintenance. In addition, all information can be written directly to the Blockchain, if you wish.

This prevents any information from ever being lost. The app is used to run control rounds and to make observations via the (ATEX-approved) phone or tablet. The user receives tasks sent from the portal. In the portal you can create, schedule and send out new inspection rounds yourself and see the results. The concept is flexible enough that you don’t have to submit a change request to us for every little thing, but it is so robust that every change is logged and data can never be lost.

  • Potential brake on staff shortage

More people, or doing more with fewer people? Digital Safety management software can make your work safer, easier and quicker. An example of such software is DG-360 which reduces (depending on the control round) about 4 minutes per control round. This time can now be used by the person walking that round for his actual work (in the case of shift leads and foremen, for example). It also reduces administrative actions approximately 7 minutes per inspection round. Time that your safety coordinator can spend analyzing the results and translating them into improvements.

  • Influencing your safety culture

Safety programs are essential but managing the program doesn’t need to be difficult. Handling the mounting demands of due diligence is logistically impossible on paper.

  • Aids evaluation

Evaluation is critical to creating a safe workplace and requires a consistent process. This is made possible with digital safety management.

  • Education

Education is meant to increase a person’s understanding of a subject. Some organizations repeat the same safety education and training year after year and expect improvement. Digital safety management system can be used to get updated and improved materials as often as possible.

  • Enforcement

Enforcement is a subject that many leaders don’t like to talk about. It’s a subject that many associate with penalties, termination, and other uncomfortable consequences. Any society, organization, or team that does not enforce expected behaviors is bound to fail due to the chaos created by those who decide not to follow the expectations.

To deal with this barrier, enforcement of safe work practices can be enforced and checked on digital safety management software.


Summarily, digital safety management helps to do the following:

Prepare: Regulations require employers to be prepared by providing a safe work environment, approved safety equipment and effective training. It helps to observe and understand workplace processes, the duration of hazard exposures, and the processes where risk could be reduced through engineering or administrative controls.

Prevent : Preventive measures can be taken on time.

Protect : If the hazard occurs, digital safety management software helps to protect what needs to on time.

Respond: It helps the employees to respond to each other on time and in an organized manner.


Businesses should explore the option of digital safety management system.

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