Paper vs digital – how CFTS is revolutionising work equipment inspections for members

As the industry’s own agreed standard for Thorough Examinations of material handling equipment, CFTS ensures that mechanical parts of certain types of work equipment is in safe working order, thanks to the legal requirement via mandatory inspections at least once a year. These can only be carried out by a CFTS-accredited competent person who can guarantee that key components are examined correctly on equipment like forklifts, telehandlers and MEWPs (mobile elevating work platforms) – keeping sites safe, productive and compliant.

However, with that comes challenges such as managing schedules, staying on top of expiring certificates, completing detailed checklists and ensuring every customer receives accurate, professional reports.

That’s where the new CFTS Thorough Examination App comes in. Developed with input from industry professionals, it’s a powerful digital tool designed specifically to streamline operations and make the jobs of CFTS members (i.e. companies that carry out Thorough Examinations for the owners of work equipment), easier and more efficient.

The CFTS Thorough Examination App ensures that all records are kept digitally.

Safer and smarter

The idea that paper records are more reliable and accurate is no longer true. They can get lost, misused, altered and can fail under investigation. Poor record keeping means that unsafe machines might possibly remain in use. This, in some instances, can include equipment that uses public roads. Meaning that the risks go beyond just the workplace.

The CFTS Thorough Examination App ensures that all records are kept digitally. Users can easily access inspection schedules, customer details and machine information, all in one place.

Automated reminders can notify your customers (i.e. the owners of work equipment that undergo Thorough Examinations) of inspection results, including whether machines are safe to use, require action or must be kept out of action until repaired. This makes for more efficient inspections, ensuring that unsafe equipment is kept away from worksites, helping to prioritise safety and productivity.

What’s more, these digital records are tamper-proof and more accessible than paper copies. In the case of an HSE investigation or prosecution, strong digital records provide greater protection when compared to paper records, which can be altered, lost or misused. In an environment where HSE has a 94 per cent conviction rate for prosecutions, and fines for breaches of UK safety legislation routinely exceed £1 million, you need to have transparency and consistency, two things that paper records cannot guarantee.

Raising standards now and for the future

What has always set CFTS members apart is their commitment to going beyond the basics. A traditional CFTS-accredited Thorough Examination covers and examines every aspect of equipment, ensuring both LOLER and PUWER requirements are met.

This comprehensive approach has always helped to give businesses peace of mind that their equipment is safe, compliant and ready for action.

CFTS-accredited examiners are specially trained to provide a thorough and precise inspection as laid out by a 60-page Quality Assurance Procedural Code that requires them to meet the highest of standards. That’s why CFTS has seen an increase of 40 new member locations each year through the UK and Ireland.

The introduction of the CFTS Thorough Examination app is the next step in making inspections more efficient, and truly thorough, benefiting our members and the customers who rely on them.

What exactly should you expect from the app?

Streamlined workflows

• Access your inspection schedule, customer details and machine information all in one place
• Easily manage bookings, assign tasks and keep track of deadlines.

Comprehensive inspection tools

• Use preloaded CFTS-standard checklists to ensure every inspection is thorough
  and compliant
• Add photos, notes and additional fields for specific machine types like forklifts, tractors or MEWPs.

Instant reporting

• Generate detailed, professional reports with just a few taps
• Automatically notify customers of inspection results, whether machines are safe, require action or are unsafe to use.

Certificate management

• Quickly identify and act on certificates nearing expiration
• Help your customers stay compliant with automated reminders and scheduling.

Customisable features

• Tailor checklists to meet your specific needs while maintaining CFTS standards.

Protect your business

For owners of work equipment like forklifts and MEWPs, now is the time to take a closer look at your inspection practices. Are you confident that your equipment is receiving a complete Thorough Examination with traceable records and professional reports - or are you leaving safety to chance? Don’t let an inefficient, old-fashioned inspection put your business, your staff and your reputation at risk.

With over 800 CFTS-accredited depots across the UK, finding a qualified examiner has never been easier. Whether you operate a single site or manage multiple locations, you can trust CFTS members to provide a consistent, high-quality inspection that covers every aspect of your equipment’s safety. 

For more information or to find your nearest CFTS-accredited examiner, visit:
thoroughexamination.org

Rob Fisher is Director at CFTS