In a desire to protect the environment, while also becoming more efficient and cost effective, Rilmac Insulation and Asbestos Services aim to go paper free by the end of 2017.  The scheme began with the on-site teams, who started by using Windows based tablets around the middle of 2015.  Since then advances in technology and software have meant a more recent upgrade to more secure iPads.

The system makes great use of the cloud and allows the team at the Lincoln head office to pass on information without the need for paper copies.  All the latest certificates, clearances, licences, and worksheets are held securely and digitally in the main office.  These are then checked and updated where required, each morning and uploaded to the cloud.  Each operative is then able to remotely download all the appropriate content to their tablet via a secure system before starting work.

While on site the operatives will be able to show the correct certificates and licences on request without the need for paper copies.  This means that important paperwork is unlikely to go missing, get torn, or covered in fingerprints while on site.  At the end of each day every operative will then update their files, and timesheets, via their tablet, and upload to the cloud where it can then be downloaded by the head office team ready to update for the following day.  The whole process synchronises easily and keeps all parties up to date.

The first beneficiaries of the paper free tablet system were the on-site teams working for the Asbestos Services branch of the business, with the operatives for Insulation rolling out there after.  It is hoped that all on-the-road staff will have a tablet by the end of 2016 keeping the requirement for paper firmly down.

It is not just the operatives on the road who are going paper free either.  Rilmac Insulation and Asbestos Services have had a bespoke database system developed which is used by head office team members in a variety of ways depending on the clients or work requirements.  This system allows staff to enter enquiries and new projects directly without the need to use paper.  From there on in the process is completely paper free with estimates, quotes, time sheets, exposure limits all held digitally against specific jobs.  Information is then supplied to clients digitally as well, unless specific requests are made for paper copies, which will, of course, be met happily.

There is a lot of documentation and certification in the field of asbestos removal, which can also cause a mountain of paper of itself.  Rilmac are now, no longer scanning in paper certificates and licences for digital storage, and are instead starting with paper free certification.  Everything is created, shared and stored digitally, with regular double back-ups ensuring nothing is put at risk.

Of course there are still pads and rough paper around the office, however staff are training themselves to take notes directly on to their tablets as well.  The aim of being completely paper free by the end of 2017 is going to be a huge challenge, but one that Rilmac Insulation and Asbestos Services aim to meet and believe that they will.