VIMS EHSVIMS EHS

Solution for safety teams

Occupational health and safety software — from employee records to corrective actions

Safety professionals rarely lose time on the technical work itself. They lose it establishing the facts: who holds valid refresher safety training, whether the occupational risk assessment was reviewed after a job change, whether the health surveillance referral covers the new hazards, and which post-accident recommendation was actually completed. VIMS EHS links these facts into one chain where every step has an owner and a deadline.

  • Employee and position records
  • Occupational risk assessment
  • Safety training and health surveillance
  • Accident and near-miss register
  • Safety data sheets (SDS)
  • CAPA
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VIMS EHS — OHS management dashboard with open accidents and near misses, overdue refresher training, occupational risk assessments due, a twelve-month incident chart and an employee table with training, medical and risk assessment statuses
VIMS EHS — OHS management dashboard with open accidents and near misses, overdue refresher training, occupational risk assessments due, a twelve-month incident chart and an employee table with training, medical and risk assessment statuses

Why spreadsheets stop working for safety teams

In most plants the first “safety software” is a set of files: one for induction and refresher training dates, one for pre-employment and periodic medical examinations, one for the accident register, one for findings from workplace inspections and one for hazardous substances. Each is correct on its own. The problem appears when they must be combined — only then do you notice that a transferred employee holds valid refresher training but no medical referral covering the hazards of the new position.

The second cost is duplicated work. The same person is entered in several places and a job change requires several corrections: records, risk assessment, training plan, medical referral and the list of people exposed to chemical agents. Someone always misses one.

The third cost is the least visible: no change history. When a labour inspector or an ISO 45001 auditor asks exactly when a preventive measure was introduced after an accident and who approved it, the answer has to be reconstructed from email. See our guide on choosing safety software.

Induction and refresher safety training and health surveillance under control

The software tracks the deadlines that most often slip in spreadsheets: general and job-specific induction, periodic refresher training for manual, office and management roles, and licences required for the position. The system calculates the next due date from the completion date and reminds people in advance.

The same applies to pre-employment, periodic and follow-up medical examinations. The next date comes from the occupational physician’s certificate, and the referral should list the hazards present at the position. The system stores the fitness-for-work result and expiry date — never medical diagnoses. See the training and qualifications and medical examinations modules.

Accident register and near-miss reporting

Employers are legally required to keep an accident register, while a near-miss register is the foundation of prevention and an expectation of ISO 45001. In VIMS EHS both follow one flow: report from a phone or QR code, classification, investigation of circumstances and causes, documentation, preventive recommendations and their completion.

Reporting a hazard or near miss takes an employee under a minute. The full flow is described in the accidents and incidents and near-miss reporting modules.

Hazardous substances and safety data sheets in safety software

Risk assessments and medical referrals depend on which chemical substances and mixtures an employee handles. That is why the chemical register is part of the OHS management system rather than a separate file: every hazardous substance has a current REACH-format safety data sheet (SDS), CLP classification and pictograms, and links to positions and locations of use.

Employees can open a short workplace substance card via QR code, and the safety team sees which SDSs need updating. See the chemical register and SDS module.

What OHS software covers in one environment

Employee, position and hazard records

One source of truth for people, positions, locations and workplace agents. A transfer updates required training, examinations and risk assessment.

Occupational risk assessment per position

The risk assessment is a record attached to the position, with a review date, change history and employee acknowledgements.

Refresher training and medical examination deadlines

Inductions, refresher training, licences and pre-employment, periodic and follow-up examinations shown as upcoming deadlines with reminders.

Accident and near-miss register

Report, classification, investigation, accident report and recommendations in one record, with timestamps and clear ownership.

Chemical register and safety data sheets

A list of hazardous substances and mixtures with current SDSs, CLP pictograms and links to positions.

Corrective and preventive actions (CAPA)

Every action after an accident, near miss or inspection has an owner, a deadline and an effectiveness check. Closing without verification shows up as a gap.

Workplace inspections and safety walks

An inspection completed on a phone creates a record with location, photos and findings, each of which can trigger an action.

One chain: from an employee to a verified action

Every step stores data the next one uses, so nothing needs retyping and the change history builds itself.

  1. 1Employee and position on file
  2. 2Occupational risk assessment
  3. 3Safety training and health surveillance
  4. 4Workplace inspection or walk
  5. 5Accident, near miss or observation
  6. 6Root cause and CAPA
  7. 7Effectiveness verification
  8. 8Risk assessment update

Modules in this solution

Each module works on its own, yet together they form the single data flow described above.

Employees and competence

The same people appear on the training list, in the examination schedule, in a risk assessment, on a work permit and in an accident report. If each of those lists lives its own life, sooner or later they stop agreeing. This module fixes the problem at the data level, not at the form level.

Explore the VIMS EHS module: Employee register

Where to start an OHS software rollout so it does not stall on data migration

The most common mistake is moving everything at once. A plant has ten years of history in files and tries to import it before using the system. The result: months of preparation and no operational benefit.

The reverse order works better. Live data goes first: employees and positions, current refresher training and medical examination dates, open recommendations and actions. Closed history can stay in the archive.

The second stage is one end-to-end process, ideally the accident and near-miss register. Only the third stage covers cyclical areas: workplace inspections, safety walks, risk assessment reviews and the chemical register.

Safety KPIs that say more than an accident count

Accident counts and frequency rates are lagging indicators and, in smaller plants, statistically unstable. A single event can move the chart more than a real change in working conditions.

Leading indicators are more useful: near-miss reports, share of corrective actions closed on time, median time from report to owner assignment, safety walks completed versus planned, and employees whose refresher training or medical certificate expires within 30 days.

Each describes organisational behaviour rather than chance. If the median time to assign an owner grows from two days to nine, the problem is visible long before it reaches accident statistics.

Frequently asked questions about OHS software

How do you track refresher safety training and medical examination deadlines?

Assign requirements to positions rather than people. The software calculates the next refresher training date from completion and the next examination from the occupational physician’s certificate, then reminds the employee, manager and safety team in advance (e.g. 30 days). See training and qualifications.

How do you keep an electronic accident and near-miss register?

An accident register can be kept electronically as long as it holds the required information and preserves history. In VIMS EHS accidents and near misses follow one flow: report (also via QR), classification, investigation, recommendations and verification. See near-miss reporting.

When must an occupational risk assessment be updated?

Typically after a change of position or process, a new machine or chemical substance, an accident, or new legislation and exposure measurements. The system links these events to the position and flags the need for review — the content of the assessment remains a human decision.

How does safety software help manage the chemical register and SDSs?

Each hazardous substance and mixture needs a current SDS in the local language and links to locations and positions of use. The software stores SDSs, shows CLP pictograms and gives employees a short substance card via QR code. See chemical register and SDS.

Can safety software replace Excel and binders?

For records, deadlines, reports and actions — yes. A spreadsheet has no roles, change history, automatic reminders or effectiveness checks. Which documents the organisation also keeps on paper is its own decision; data can be exported.

Does the system assess legal compliance by itself?

No. It organises data, deadlines and evidence, which makes labour inspections and ISO 45001 audits easier. Compliance judgement remains a decision of the safety professional.

How do you involve employees without computer access?

Field activities are designed for a phone: near-miss reports via QR code, short inspection forms, a photo as evidence. Desk work is reviewing and classifying what came in.

How much does OHS software cost and how long does rollout take?

Cost depends on headcount and selected modules — see pricing. Rollout time depends mainly on input data quality: with complete employee and deadline records the first area starts quickly. You can also contact us.

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See VIMS EHS on your own safety process

We will walk through the flow from employee records and risk assessment, through training, medical examinations and the accident register, to corrective action verification — using an example close to your site.

Book a demo See all modules