Occupational Health and Safety (OHS) is one of the fundamental pillars in any organization committed to the health and safety of its workers. Not only by legal imperative, but as part of a corporate culture that values the welfare of people and operational continuity. In this context, digital forms for OHS have become an essential tool to modernize, streamline and strengthen preventive management.
In this article we explore how this technology is transforming the way in which companies manage their OHS obligations, and why more and more organizations are managing occupational risk prevention digitally.
What are digital forms for OHS?
The digital forms for OHS are electronic, intelligent and customizable versions of the documents that were traditionally used on paper to carry out the control and prevention of occupational hazards.
These forms can cover multiple processes, such as safety inspections, risk assessments, incident or accident records, PPE checklists, safe work reports or preventive observation reports, among others.
Unlike traditional forms, digital forms allow you to work from any device, validate fields automatically, capture images, sign electronically, geolocate actions and generate reports in real time.
Key advantages of digital forms in the management of OHS
To understand the usefulness of digital forms for OHS, it is necessary to analyze their main advantages:
1. Standardization and control of information
One of the biggest challenges in ORP is to ensure that information is consistent, traceable and accessible.
Digital forms allow establishing homogeneous formats, avoiding variations between centers or shifts. In addition, they include quality controls such as mandatory fields or predefined answers, which avoid errors or omissions.
2. Agility in data collection and processing
With digital forms for PRL, repetitive tasks such as manual data entry are eliminated.
The information is recorded only once, is automatically centralized in the management platform and is instantly available to security or human resources managers.
3. Mobility and field work
Prevention technicians, supervisors or team leaders can complete the forms from tablets or cell phones, even without an internet connection.
This is especially useful in sectors such as construction, utilities, industry or logistics, where work is performed away from an office.
4. Improved monitoring and decision making
Digitization makes it possible to generate automatic alerts, trend graphs, comparative reports and KPIs, which facilitates a global vision of the state of prevention in the company and favors more agile and informed decision-making.
5. Documentary evidence for audits or inspections
The digital PRL forms allow all documentation to be stored in an orderly manner, with time stamp, author and location, which greatly simplifies preparation for internal audits or work inspections.
Main uses of digital forms in OHS
Safety inspections
One of the most common cases is the digitalization of rounds or periodic inspections. A digital form can be used:
- Establish checklists adapted to the job or facility.
- Attach photos of findings or deviations detected.
- Automatically generate a report with the observations.
- Assign corrective tasks directly from the form.
Incident and accident investigation
In the event of any work-related incident, it is crucial to record the facts quickly and accurately.
In this sense, digital forms allow:
- Collect witness statements in situ.
- Attach images or videos of the environment.
- Initiate an approval flow to validate the report.
- Facilitate subsequent analysis (root cause, corrective actions, etc.).
PPE use checklists
The digital forms for PRL allow to control the delivery and correct use of personal protective equipment (PPE), including:
- Daily verification of the condition of PPE.
- Record of delivery and acceptance by the worker.
- Follow-up of maturities or maintenance.
Risk assessment and preventive controls
PRL technicians can perform assessments directly in the field and update results instantly, including:
- Identification of risks by job or task.
- Assignment of preventive measures.
- Electronic signature of the evaluator and the employee.
Employee training and information
The forms can also be used to record training actions, delivery of safety instructions or competency validations, with full traceability.
How to implement digital PRL forms in your company
1. Identify key processes
Start by digitizing those forms that are most frequently used or where the most errors are made. For example: accident reports, weekly inspections or PPE checklists.
2. Use a specialized tool
Choose software that allows easy form creation, conditional logic, workflows, offline access and permissions control. Ideally, it should be oriented to industrial or regulatory environments.
3. Train users and monitor adoption
Although the use is intuitive, it is advisable to accompany staff in the transition. A good training and change management plan ensures the success of digitization.
4. Connect the data with your management system
If you already have an integrated ORP, quality or ERP system, make sure that digital forms can be easily integrated or exported.
Digital forms software for OHS: FIELDEAS Forms
Digital forms for OHS are not only a modern alternative to paper, they are a lever of change to strengthen the preventive culture, improve operational efficiency and ensure regulatory compliance.
In an environment where agility and traceability are key, digitizing prevention processes is not an option, but a strategic necessity.
Adopting them not only improves the management of the present, but also prepares your company for a more proactive, connected and results-oriented prevention.
In this sense, FIELDEAS Forms is presented as a comprehensive solution that facilitates the creation, management and analysis of specific digital forms for PRL.
Its intuitive platform allows you to design customized checklists, automate workflows and collect data in real time from any device, even without an internet connection.
With FIELDEAS Forms, companies can not only comply with current regulations, but also foster a more dynamic and efficient safety culture, promoting continuous improvement in occupational risk prevention.
