Keeping accurate and up-to-date records is a key requirement under the Provision and Use of Work Equipment Regulations 1998 (PUWER). These records provide evidence of compliance, help track inspections and maintenance, and support workplace safety. Yet many businesses still rely on paper forms, spreadsheets, or disconnected systems to manage PUWER-related documentation — all of which can lead to gaps, duplication, or lost data.

With the right digital tools, businesses can simplify record keeping, reduce human error, and strengthen their overall compliance strategy. In this article, we explore how technology can help improve PUWER record management and what to consider when choosing a solution.

Why PUWER Record Keeping Matters

PUWER requires employers to ensure that all work equipment is:

  • Suitable for its intended purpose

  • Maintained in a safe condition

  • Inspected after installation, relocation, or repair

  • Used by trained and authorised personnel

To prove this, businesses must keep records such as:

  • Risk assessments

  • Inspection and maintenance logs

  • Training records

  • PUWER assessment reports

These documents may be needed during internal audits, insurance reviews, or Health and Safety Executive (HSE) inspections.

Common Challenges with Traditional Record Keeping

Manual systems can be time-consuming and unreliable. Common issues include:

  • Lost or misplaced paper documents

  • Inconsistent record formats across departments

  • Delays in updating inspection or maintenance records

  • Difficulty accessing records during audits or emergencies

  • Lack of version control or clear audit trails

These challenges can result in missed inspections, outdated assessments, or gaps in documentation — all of which increase compliance risk.

How Technology Can Help

Digital record-keeping tools offer several advantages over traditional methods:

1. Centralised Data Storage

Cloud-based platforms allow you to store all PUWER records in one place. This makes it easier to:

  • Locate documents quickly

  • Share records across teams or sites

  • Ensure consistency in record formats

2. Automated Reminders and Scheduling

Inspection and maintenance deadlines can be tracked automatically. Many systems allow you to:

  • Set inspection intervals for each asset

  • Receive alerts when assessments are due

  • Assign tasks to responsible personnel

This reduces the risk of overdue inspections and helps ensure nothing slips through the cracks.

3. Digital Forms and Mobile Access

Engineers and maintenance teams can complete inspection reports directly on-site using tablets or smartphones. This eliminates the need for handwritten notes and enables faster updates.

Benefits include:

  • Real-time data entry

  • Standardised reporting

  • Instant photo or signature capture

4. Audit Trails and Compliance Reports

Digital systems create a clear history of all activity, including:

  • Who carried out inspections or updates

  • When records were created or modified

  • What actions were taken following assessments

This level of traceability supports internal audits and demonstrates due diligence in the event of an investigation.

What to Look for in a PUWER Compliance Tool

When choosing technology to support PUWER compliance, look for solutions that:

  • Are user-friendly and mobile compatible

  • Allow customisation of inspection templates

  • Include automated reminders or workflows

  • Support secure cloud storage and data backup

  • Offer reporting and analytics features

  • Provide version control and access permissions

If you already use a Computerised Maintenance Management System (CMMS) or a health and safety platform, check whether PUWER record keeping can be integrated into your existing system.

Final Thoughts

Modernising your PUWER record-keeping process with digital tools isn’t just about saving time — it’s about improving safety, reducing compliance risk, and gaining confidence that your responsibilities are being met effectively. For growing businesses, it also ensures your systems can scale as your equipment and team expand.

At SIS Ltd, we support clients not only with PUWER inspections but also with practical guidance on managing documentation and maintaining clear, reliable records. If you’re reviewing your PUWER procedures or looking to improve your record keeping, our team is here to help.