Documenting occupational safety: Minimize liability risks in the craft sector via an app?
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Stefano Fonseca is an energy and environment engineer with over six years of experience in technical building equipment (TGA). He combines technical expertise with a passion for understandable communication. For more than five years, he has been writing as a freelance editor about renewable energy and sustainable living, in particular about photovoltaics and heat pumps.
An accident at work is bad enough — but without correct evidence, your company faces massive liability risks and fines. Learn how you can not only work legally with digital construction documentation, but also save valuable hours a week in post-processing.
Why is traditional occupational safety documentation such a big risk?
Classic, paper-based documentation of occupational safety entails enormous risks due to loss, illegibility and incomplete protocols. In the event of damage, companies often lack legally secure proof that risk assessments have been carried out correctly, which can lead to massive liability risks and fines. In addition, without a digital solution, evidence-proof time stamps and direct photo receipts are usually missing.
Is oral instruction for employees sufficient?
A purely oral instruction is not sufficient for legal protection. Since the burden of proof in the event of damage lies with the employer, every safety briefing must be documented. Without written or digital proof (including the employee's signature), the company faces allegations of organizational fault and liability consequences.
Which occupational safety documents must be available at the construction site?
In order for craft businesses to be legally protected during an inspection by the professional association or trade inspectorate and especially in the event of an accident, the following documents must be available on the construction site:
- Object-related risk assessment: This is the most important document. It analyses specific risks of the current construction site (e.g. crash edges during PV installation or working in tight spaces in a boiler room) and defines protective measures before work begins.
- Operating instructions: These are mandatory for all hazardous substances used (e.g. refrigerants, adhesives) and dangerous machines/tools. They explain safe handling and necessary protective measures (PPE) to employees in a concise and understandable way.
- Evidence of instruction: The written confirmation (signature) that employees have been instructed about the construction site and the risk assessment. Without this proof, the entrepreneur can hardly be protected against allegations of organizational fault in the event of damage.
- Safety data sheets: If work is carried out with hazardous substances, the manufacturers' current safety data sheets must be available in order to be able to initiate correct first aid measures in an emergency (e.g. in case of skin contact or swallowing).
- Emergency and rescue plan: An overview that shows important emergency numbers, names of first aiders, transit doctors and the meeting point. This saves vital time in critical situations.
How long must occupational safety documents be kept?
In principle, documents such as risk assessments and instruction certificates should be kept for at least 5 years. This is how you protect yourself against liability issues or recourse claims from the professional association. However, there are significantly longer deadlines for specific areas: registers of carcinogenic hazardous substances (e.g. exposure to asbestos) must even be archived for 40 years.
How much time does manual post-processing take?
The manual follow-up of safety and construction documentation for construction managers averages 3 to 5 hours a week. The tedious task of transferring handwritten notes, assigning photos and creating reports after work tie up valuable resources. Digital solutions reduce this administrative effort by up to 80%, as the final documentation is carried out directly on the construction site.
Why is “Last Minute Risk Analysis” (LMRA) a game changer?
The “Last Minute Risk Analysis” (LMRA) compares static planning with the dynamic reality of the construction site. Since conditions can change every hour, this short check stops dangerous routines right before work starts. It empowers employees to identify risks that have only arisen at short notice and to stop work immediately if necessary. This is the most effective accident prevention.
How does security improve employee retention?
A consistent safety culture shows employees genuine appreciation and care. Specialists stay where their health is protected and processes are professionally organized. Investments in occupational safety therefore directly increase loyalty and employer attractiveness. This can represent a decisive competitive advantage in the battle for scarce skilled workers in the craft sector.
What effect does seamless documentation have on the customer?
Complete documentation acts as a strong sign of trust. It demonstrates professionalism and transparency to the customer and allows conclusions to be drawn about the general quality of work. This minimizes potential for conflict and increases customer satisfaction, as builders see in black and white that their construction site is being managed safely and in an organized manner — a decisive criterion for recommendations.
How does the digital risk assessment work on site?
Using an app on a smartphone or tablet, craftsmen replace stacks of paper with intelligent checklists. Dangerous areas are documented directly with a photo and measures are defined. The confirmation is legally secure via a digital signature on the touchscreen. Since the data is synchronized in real time, the documentation is immediately available in the office and is securely archived.
Why are photos and digital signatures the best proof?
In contrast to manipulable paper records, digital evidence provides objective facts. Photos are irrefutably located using automatic time and geostamps. Digital signatures are technically firmly linked to the content of the document and the time of creation. This excludes subsequent changes and offers the highest evidentiary value in court and insurance in the event of a dispute or checks.
The new standard for construction documentation in crafts
Do you document deficiencies, additions or the daily progress of construction? With the autarc Construction documentation Capture photos, notes, logs and approvals directly on the construction site and share everything with your office in real time. They work in a legally secure, transparent and without clutter of notes. Digitize your processes and make your business faster and more resilient. Try it now for free for 14 days!