Keep important information organized, accessible, and accountable.
Simple Safety Coach combines the Electronic File Cabinet with Signed Documents so organizations can maintain trusted reference material, make it easier for employees to find what they need, and document acknowledgement when important information requires more than simple access.
Replace scattered files with a document library employees can learn to trust.
Policies, procedures, handbooks, emergency plans, customer requirements, equipment manuals, reference material, and organizational forms often end up spread across shared drives, email attachments, local computers, and paper binders. The SSC Electronic File Cabinet gives authorized users one consistent place to find organizational knowledge.
Make document retrieval easier without creating another complicated system.
The File Cabinet helps Safety Managers organize and distribute reference documents while giving employees a straightforward way to locate the information they need.
- Organize documents into folders with descriptions and keywords
- Search across document information to locate files more quickly
- Control who can view documents and who can administer them
- Use SSC roles and permissions to govern document access
- Access organizational documents through the browser and supported mobile workflows
- Use secure document links where appropriate
Use the right document workflow for the job.
Some information simply needs to be available. Other information needs to be assigned, reviewed, acknowledged, and retained. SSC supports both without forcing every document into the same process.
Reference
Use the Electronic File Cabinet for policies, procedures, manuals, plans, and other organizational information employees may need to consult.
Control
Use roles and permissions to manage who may see documents and who may maintain the organizational library.
Acknowledge
Use Signed Documents when a policy, procedure, handbook, or other important communication requires employee acknowledgement.
Track
Monitor acknowledgement status so Safety Managers can see who has completed the required signing workflow and who still needs follow-up.
Know when important information has been acknowledged.
Signed Documents turns important communication into a trackable workflow. Organizations can prepare reusable document templates, assign signing tasks to employees, and retain the completed signed document as an employee-specific record.
Make outstanding acknowledgements easier to manage.
Document signing assignments are distributed through SSC Tasks. Safety Managers can review acknowledgement status by document, helping them quickly identify completed assignments and employees who still require follow-up.
Make acknowledgement convenient for employees.
Employees can complete Signed Document workflows through the browser or supported mobile app. The workflow requires the employee to view the document and complete the acknowledgement steps before the signing process is finished.
Retire old templates without losing completed records.
Signed Document templates can be archived when they should no longer be assigned. Completed employee-specific signed documents remain separate from the reusable source template, preserving the acknowledgement record while administrators manage the active template library.
Not every document needs a signature.
The Electronic File Cabinet is the right home for information employees need to reference. Signed Documents is most useful when the organization needs a retained acknowledgement of a policy, procedure, handbook, training-related document, or other important communication. Keeping those purposes distinct makes the overall document process simpler for employees and administrators.
Extend important documents beyond the Safety Manager's desk.
Authorized employees can access File Cabinet content through the SSC browser application. Supported mobile workflows also allow selected files to be downloaded for later access where connectivity may be limited. Downloaded resources can be refreshed after reconnecting; offline availability is specific to supported document workflows rather than the entire application.
Use the File Cabinet for organizational knowledge and each SSC capability for its own records.
The Electronic File Cabinet complements the rest of SSC, but it does not replace the recordkeeping built into other capabilities. Incident evidence remains with Incident Management, Safety Observation attachments remain with Safety Observations, training records remain with Training Management, and completed acknowledgements remain with Signed Documents.