How to Inspect?

Routine inspections can be performed using a variety of methods, each with its own advantages and limitations.

Some inspection methods leverage:

• Pen and Paper
• Radio-Frequency Identification (RFID)
• Barcodes
• Near-Field Communication (NFC)
• Beacons and Sensors

The most basic form of inspection uses pen and paper. Personnel go to each location with their paper form or check list and mark down that they have inspected the equipment and note any deficiencies. A manager collects all records of the inspection to review and verify that all areas have been inspected and notify the appropriate personnel of any deficiencies found through email or a work order system. This method of inspection can leave room for human error and the post-inspection work is time consuming.

Over time, technology has evolved to help automate the inspection process.

In the 1990s, a cylinder-shaped tool that uses radio-frequency identification (RFID) technology became available and gained popularity. Personnel would insert the cylinder into a puck affixed at each location on the inspection route to document that they visited the location. At the end of the inspection, the location results would be downloaded and available for viewing. Deficiencies identified would still need to be documented, reviewed and sent out manually.

More recently, technology has advanced, enabling mobile devices to act as scanners to scan a QR code, barcode or tag with NFC (near-field communication) that has been affixed to the equipment or location being inspected.

Each of these types of tags would have a unique identifier and specific information about the equipment / location stored and available upon scanning / tapping.

Barcodes are more cost effective but NFC tags provide proof of presence.

Additionally, these methods would be accompanied by a digital inspection tool that streamlines the inspection and reporting process, while providing a slew of other benefits over pen & paper inspections.

Lastly, beacons and sensors could be used to support inspections. These devices collect and exchange data using sensors, essentially making them into “live objects”, allowing for continuous and real-time monitoring of assets.

Beacons and sensors are expensive and are good at reporting physical conditions such as temperature, pressure, humidity, leak detection but they currently fall short on reporting housekeeping issues, obstructions, precise location, and most importantly, who performed the inspection.

While there are several methods available for performing inspections, each comes with its own advantages and limitations. Let’s learn more below.

What you get out of inspections

When everything is running smoothly, it's easy to question whether routine inspections are worth the time and effort.

After all, most inspections don't uncover major issues.

But that's exactly the point.

Regular inspections help keep small problems from becoming major failures, making them one of the most effective tools for maintaining safe, reliable, and efficient operations.

Some of the key benefits of routine inspections include:

• Documented due diligence
• Compliance with legislation, codes
• A safer workplace: less injuries and fatalities
• Less accidents = better insurance premiums
• Reduced loss time or work delays due to injury or equipment failure
• Asset protection, efficiency, and longevity
• Peace of mind that everything is functioning correctly
• Improved employee morale because issues are being identified and addressed
• Tenant satisfaction and reduction of complaints
• Positive brand image

The type of inspection method used also provides a unique set of benefits. For example, newer solutions that leverage technology provide additional benefits such as:

• On-the-spot guidance for inspectors through customized check lists and map locations, enabling thorough inspections
• Reminders for remaining or missed inspections
• Automatic inspection workflow and routing of deficiency notifications of deficiencies
• Accurate and organized inspection records that are code-compliant, in standardized formats, and meet record retention policies
• Property dashboard for performance at a glance, and deeper dives
• Environmentally friendly solutions with less paper consumption and savings on ink, paper, and storage space

Routine inspections can be performed using a variety of methods, each with its own benefits and limitations. Some organizations rely on traditional pen-and-paper checklists, while others use digital inspection tools to streamline inspection workflow.

The best approach depends on many factors such as the complexity of the inspection, organizational needs, available resources, and reporting requirements.

Regardless of the method used, the goal remains the same: to accurately document findings, identify potential issues, and ensure inspections are completed consistently and effectively.

About Tap Report

Tap Report is a Canadian software company that provides a digital solution for managing workplace inspections, safety compliance, and operational reporting. It replaces manual processes, such as paper checklists and spreadsheets, with a mobile and web-based system that allows teams to complete inspections, capture data, and generate compliant reports.

Through an easy-to-use interface and automated workflows, Tap Report helps ensure that inspections are completed, deficiencies are categorized and tracked, and issues are escalated efficiently to the right people. It also offers analytics, customizable reporting, and integrations that helps organizations improve safety, compliance, and operational performance.

For more information, visit www.tapreport.io or contact us at customerservice@tapreport.io.