Document management is a critical component of any EHS program. Not only does it help to keep track of important information, but it also helps to ensure that the information is accurate and up to date. A document management system can help to streamline the process of storing and retrieving documents, making it easier for EHS teams to stay organized, identify missing documents, schedule updated documents, and share documents with colleagues or partners.

In addition, a document management system can help to ensure that documents are accessible from anywhere in the world, making it easier for distributed teams to collaborate. Document management is an essential tool for any EHS team.

Why is Document Management so Important?

It’s critical to keep your papers in a document management system that intelligently organizes the information so you can access reports when you need them. More importantly, a next-generation document management system can replace reactive document management tactics with a strategic solution that proactively informs teams when documents require updates or renewals, and intelligently notifies individuals when those updated document arrive. A document management system enables you to track, manage, and store digital and scanned documents and retrieve them quickly using phrases like “Phase I site assessment” or “asbestos report.”

Office workers organizing data storage

What are the benefits of document management?

    • EHS teams can stay organized
    • EHS teams can identify where important risk and safety documents have expired or are not available to the team.
    • EHS teams can easily determine the budget required to replace expiring reports or certificates.
    • Distributed teams can collaborate more easily
    • Document management platforms should bring transparency, continuity, and consistency to the management of reports
    • Document management can significantly reduce the work required to prepare for insurance renewals
    • EHS teams can ensure that site assessments are up to date.

Collaboration and organization within distributed teams

Having the most up-to-date information is key to success, and a document management system is the best way to ensure that your EHS team has what they need when they need it.

Maintaining all the essential reports for environmental insurance may be time-consuming and unpleasant, costing manpower and money. Documents and renewals are regularly lost in the shuffle when processed with SharePoint, spreadsheets, and emails because these tools are unable to provide a real time overview of the status or availability of documents across all assets. This challenge is eliminated by the added transparency and governance that the Refined Data document management solution offers to address this specific challenge.

Data collection and reporting are two more areas where document management can be extremely helpful. EHS teams can ensure that they are always aware of the latest trends and patterns by keeping track of data. This helps to improve the accuracy of reports and allows EHS teams to make better decisions when it comes to safety.

A document management system can help to keep track of important documents and make it easy for EHS team members to collaborate. In addition, a document management system can help to ensure that documents are accessible from anywhere in the world. This makes it easier for EHS teams to collaborate and generate reports efficiently and effectively.

Electronic document management wheel chart graphic

Keeping track of Insurance Renewal Documents

There are many reasons why document management is so crucial for EHS teams. One of the most important reasons is that it helps to prepare for insurance renewals. EHS teams need access to up-to-date documents to renew their insurance policies. Without a document management system, it would be challenging to keep track of all the documents they need, identify missing documents, and share all documents with the insurer.

There are many benefits to using document management for insurance renewals. A key document in the renewal conversation is the Statement of Values. This document provides the insurance company with an overview of your property and helps determine the premium for the policy.

Insurance clipboard with happy customers
File folder documentation library personal database workplace cabinet organization management concept.

Your SOV needs to be accurate, but keeping up with all the constant changes can be a task. A document management system can help ensure your SOV is updated, so you don’t need to chase down the most recent version.

The SOV data is also highly confidential. A document management system can ensure that only authorized employees are able to upload or view sensitive documents like the statement of values.

Companies that utilize a document management system can benefit from the automation of documentation submission and renewal. This will guarantee that all required documents are submitted on time, every time. It will also aid in ensuring that all necessary data is up-to-date, accurate, and complete.

Site Assessments

Site assessments are another area where document management can be beneficial. EHS teams can ensure that the results of inspections and assessments are automatically uploaded and consistently classified in the document management system and that key members of your team are notified when these documents become available. This helps improve the visibility and transparency of inspection and assessment results and allows EHS teams to make better decisions regarding site safety.

A document management system can help EHS teams keep track of site assessment documents. Documents will be more readily available, and it will be simpler for EHS teams to collaborate when they’re stored in a document management system.

How does Refined Data’s platform solve these issues?

We have collaborated closely with our clients to make report collection, storage, and organization easier. It’s critical that a consultant or vendor be able to submit their reports directly to your system if you employ one. This ensures that the report is filed on the proper property. There will be no more misplaced files.

Refined Data automatically labels documents as they are submitted to the system, allowing you to quickly locate the reports you’re looking for and save hours or days of time. You may also connect a report to any data in the system.

This means you can simultaneously link a Phase I site assessment with your asbestos records, UST records, or any hazardous materials located at the property, putting you in control of the paper trail…not the other way around.

Office workers organizing data storage
Office workers organizing data storage

We developed a solution that allows you to quickly identify which environmental reports are not available or have expired and which should be prioritized before your next insurance renewal. This system comes with a fantastic document portal that lets you create document packages containing selected report types before sharing this archive with the insurer. We identify and bundle the new reports as they become available, ensuring that you receive only the ones you need and that no reports are missed.

The document packaging portal’s flexibility isn’t limited to insurance renewals; it also allows you to respond quickly to inquiries for information from investors, advisors, tenants, and other business stakeholders.

In conclusion, document management is a critical part of any EHS solution. It helps to keep track of important information, ensures that information is accurate and up to date, and makes it easier for EHS teams to collaborate. If you’re not already using document management, now is the time to start!

Looking for a comprehensive EHS solution? Check out Refined Data’s EHS platform! Our software is designed to help EHS teams manage their data more efficiently and effectively. Schedule a demo today to see how we can help you streamline your EHS and insurance renewal reporting!