Inspections and compliance
Evidence on demand, for any date and any room
The question that decides an audit is never whether you inspect. It is "show me the record for this room on this date, and what happened about what you found." Estates fail that question with the work done and the evidence scattered.
- Attendance verified at the asset
- Findings become tracked corrective work
- Retrievable by date, site and asset
What it changes
Where inspection programmes actually fail
Not at the inspection. At the joins around it.
Evidence exists but cannot be found
A paper form in a cabinet and a photograph on a departed employee’s phone are the same as no record when somebody asks for a specific date.
A finding is noticed and never closed
This is what surveyors probe hardest, because an open finding proves you knew. It is a process failure rather than a diligence failure.
Attendance cannot be established
A signature at the end of a shift does not show which units were actually visited.
Completion is retrospective
Forms filled in from memory at the end of a round are honest about the outcome and useless about the detail.
Readings are not kept as data
A pressure written on a clipboard cannot show a trend, so a drift that was visible for a year is discovered as a failure.
Programmes drift apart across sites
Local variants leave the estate with no defensible statement of what its own standard is.
Execution
The record is produced by doing the round
The field app presents one check at a time and requires the evidence at the step that needs it. Scanning the asset tag establishes attendance at that unit at that time. A failure raises a deficiency immediately, with the photograph, the location and the timestamp already attached, and it is assigned and dated like any other work.
- Attendance established by asset scan rather than asserted
- Failures raise corrective work at the moment they occur
- Readings stored as numbers, with thresholds and trends per asset
- Rounds complete with no connectivity, which is where plant rooms are
Programmes
Inspection regimes estates run in DFM
Configured as your procedures, on your frequencies, scoped to the sites they apply to.
- Environment of care rounds by department
- Life safety, means of egress and fire barrier inspections
- Fire door inspections and remediation tracking
- Emergency and exit lighting monthly and annual testing
- Generator and fire pump testing records
- Sprinkler and suppression system inspection records
- Backflow preventer annual testing
- Cooling tower water treatment and legionella controls
- Medical gas outlet and manifold checks
- Interim life safety measures during construction
- Kitchen, food area and sanitation audits
- Building envelope and post-storm surveys
Afterwards
The submission pack is a query, not a project
Because the check, the evidence, the finding, the owner and the closure are one chain, producing the record for a given programme, date range or building is a search. That is the difference between a survey that is a search and a survey that is a scramble.
Questions people ask
- Does this make us compliant?
- No software can. Compliance is a programme you run, judged by people against standards set by your authority having jurisdiction. What DFM changes is that the evidence for it is complete and retrievable, and that findings cannot quietly stay open.
- How do we prove a technician attended a specific unit?
- A step can require scanning the QR tag on the room or asset, which records the unit, the person and the time. That is materially stronger than a signature, and it does not require tracking anybody’s location.
- What about plant rooms with no connectivity?
- Rounds run and complete offline. Evidence is held on the device and uploads when signal returns, with no action required from the technician.
- Can contractors carry out inspections in the same system?
- Yes. A contracted tester works through the same procedure from a link, so their results and certificates sit in your record rather than in an emailed document.
Keep reading
- Environment of CareEnvironment of care rounding is not hard because the checks are hard.Open
- Life Safety and ComplianceLife safety documentation is requested at the worst possible moments: after an incident, during a survey, or when an ...Open
- Templates and checklistsFree inspection checklists, with every step listed.Open
- Reports and EvidenceThe expensive gap in facility operations sits between doing the work and being able to demonstrate it.Open
Ready to see DFM in action?
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