industries that use lockout tagoutIndustries That Rely on Lockout Tagout For Workplace Safety
Lockout tagoutWhat is Lockout Tagout? | A Basic Overview
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industries that use lockout tagoutIndustries That Rely on Lockout Tagout For Workplace Safety
Lockout tagoutWhat is Lockout Tagout? | A Basic Overview

Trade in your loose papers for digital, reliable lockout tagout procedures. This article details how to use software to digitize your procedures and leverage the benefits of modern technology.

Traditionally, lockout tagout procedures have been recorded on loose paper, which can be difficult to manage, update, or access when needed. Not only that, but this approach to procedures can also result in outdated information, misplaced documents, and unclear instructions, all of which make it harder for workers to do their job well and maintain a safe, compliant atmosphere.

Thankfully, modern solutions have offered us a better way. Software platforms, such as InspectNTrack Smart Safety, can now be used to digitize lockout tagout procedures, organize safety efforts, and run a LOTO program. In this article, we’ll explore how to digitize your lockout tagout procedures and the benefits for your workplace.

digital lockout tagout procedures

The Challenges of Paper-Based Lockout Tagout Procedures

Printed lockout tagout procedures have been the go-to way to perform lockout tagout for a long time. In fact, many companies and workplaces still rely on paper copies to run their safety program. However, this method comes with some drawbacks that are important to recognize:

  • Difficult to Access – Physical copies can be difficult to locate. Not to mention the fact that they can easily be damaged, misplaced, or become outdated.
  • Time-Consuming to Update – The process of revising procedures and then distributing new versions can take a good amount of time. Additionally, it requires manual effort and necessitates reprinting, which can be inconvenient and tedious.
  • Maintaining Compliance – Lockout tagout procedures that go missing or haven’t been updated in a while can lead to OSHA violations and increased safety risks.
  • Lack of Standardization – When procedures are written on paper, it is harder to ensure a consistent formatting, clarity in writing, and overall uniformity. These potential variations can lead to inconsistencies across locations.

Every approach to safety is going to come with challenges, however, many of these challenges can be avoided with software. The shortcomings of paper-based LOTO make it clear that a digital approach is more accessible, efficient and reliable.

What Your Lockout Tagout Procedures Should Include

Chances are, you’ve already developed and written your lockout tagout procedures. You’re just looking to make them more accessible and adaptable for your program. However, digitizing your procedures is a great opportunity to look over the contents, improve them, and make sure that your procedures include all the necessary information. So, what information needs to be included in procedures?

A QR code is a two-dimensional barcode that can be scanned using a smartphone or other mobile device to quickly access digital information. It can often be found in one of the upper corners of the procedures. 

A user who scans a QR code with InspectNTrack Smart Safety software can then immediately access an online database to fill out reports as they complete the lockout tagout procedures. This way, companies enjoy a paperless form of organized documentation. Additionally, scanning the QR code can log who accessed the procedure and when, providing an audit trail for accountability and compliance purposes.

This section defines the range and objective of the LOTO procedure and specifies who is authorized to perform and oversee the lockout process. Specifying authorization and the type of lockout ensures that only trained and competent individuals perform and oversee LOTO procedures. This reduces the risk of errors and enhances accountability.

The lockout application process/steps portion of procedures provides a detailed, step-by-step guide on how to safely apply lockout devices to isolate hazardous energy sources. Clear instructions minimize the risk of errors, ensuring that all necessary steps are completed in the correct order, thus preventing accidental energization.

Detailed steps ensure that every worker follows the same procedure, maintaining consistency and compliance with safety regulations. Each step included in this section is designed to systematically eliminate potential hazards, ensuring that all energy sources are properly isolated before maintenance begins.

Visual aids, such as pictures of the equipment and energy isolation points, are included in the procedure. These can help the authorized worker(s) quickly identify the correct equipment and isolation points, reducing the chance of mistakes.

The purpose of visual aids is to complement written instructions, making it easier for workers to understand and follow the procedure. They can also be valuable for training new employees by helping them become familiar with the machinery and its components.

This section identifies the energy source type, details where it is found, and gives direction for isolating the energy source and verifying it has been correctly shut off. 

This part of the procedures provides crucial information to the worker by identifying all necessary hazardous energy sources and how to safely prevent accidental release of energy. This way, workers can create a safe environment to work in, protecting themselves and others from unexpected energization.

This section outlines the steps for 2 key processes: safely removing lockout tagout devices and returning the equipment to normal operation. 

The instructions outlined in this section should clearly indicate important steps such as verification that maintenance is complete, notifying affected employees before removing LOTO devices, and how to correctly re-energize the machinery. By providing simple guidance for removing lockout devices and returning equipment to service, companies help ensure that the machinery is safely transitioned back to operational status without risking worker safety.

example of digital lockout tagout procedures

How to Digitize Your LOTO Procedures in Minutes

Digitizing lockout tagout procedures may sound complicated, but it doesn’t have to be. With InspectNTrack Smart Safety software, you can easily transfer your procedures into the platform within a couple of minutes. It’s a painless process that requires minimal time and effort to make your job SO much easier.

Let’s get into the steps for creating easy-to-access digital lockout tagout procedures . Here’s how:

  • Step 1: Link Your Equipment & Energy Sources

    Start building your procedure by opening the application and starting a new procedure draft. From there, select your equipment type from a pre-uploaded list. If the machine is new and not already in the system, you can easily add it to the inventory right there in the app.

  • Step 2: Add Isolation Points, Verification Steps, & Warnings

    Once your equipment has been selected, add each energy source along with the instructions from your written procedures and any key details for that particular equipment. You’ll want to input information such as the source’s location, isolation instructions, necessary locking device, and verification steps. This may seem like a lot, but the process actually can be completed in a couple of minutes. In fact, the app offers drop-down selectors with common options for each category to speed the process up and avoid repetitive data entry.

  • Step 3: Add Images & Annotations to Indicate Locations 

    Next, either upload or take pictures of each energy source for the equipment you are writing a procedure for. You can use features such as on-screen annotation to add labels and arrows for energy source locations and verification instructions. 

    Take a second to review your lockout tagout procedure and ensure that it includes all key elements for proper completion and clarity.  

    When you are satisfied with the set of procedures, save it and give access to your authorized employees. And just like that, you have a set of lockout tagout procedures made with very little effort that is ready for use!

Benefits of Digital Lockout Tagout Procedures

Digitizing your lockout tagout procedures is a small investment that comes with many benefits. Let’s take a look at the value that can be gained by putting your procedures in a digital format.

  • Software gives workers access to easily retrieve LOTO procedures. No more sifting through binders or reprinting copies that have been lost
  • The software and your written procedures can be used anytime on practically any device – phone, tablet, desktop, etc.
  • Procedures can be started with a quick QR scan which will instantly pull up the procedures for that machine. This ensures that the correct steps and equipment are linked and always followed.

  • Digital lockout tagout procedures can be edited with a few clicks and then immediately updated, which allows you to continuously improve your program with ease. 
  • Thanks to templates in the software, you can create digitized LOTO procedures that are uniform and consistent.

  • Software requires you to input all necessary info when building lockout tagout procedures AND verify every step when completing them. This helps make sure that procedures are OSHA compliant in how they are written and performed.  
  • Automated inspection countdowns and reminder notifications help maintain compliance and prevent violations and fines.
  • Software can help with proving compliance. After all, every use or edit to procedures is tracked and logged, providing you with a detailed audit trail.
  •  With software, all your data is in one spot, making it easier to stay organized and on top of inspection schedules.

  • Digital procedures require the user to click a button after completing a step before they can move on. This reduces the chance of missed steps, incomplete procedures, and human error during lockout processes.
  • Visuals with arrows/annotations and step-by-step instructions enhance understanding, improve procedure clarity, and help workers feel capable of doing their job correctly.

  • While there is a cost associated with using software, there are also a lot of other costs that can be reduced. For example, making the switch to digital procedures eliminates printing costs and time cost of manually updating procedures.
  • Software can reduce downtime and increase efficiency by providing instant access to lockout tagout steps.
  • The additional compliance support can also help you avoid hefty OSHA fines.

Conclusion

Digitizing lockout tagout procedures is a simple and quick process that can help you improve safety, compliance, and accessibility. Traditionally, LOTO programs have relied on loose papers for documenting their procedures, which has many drawbacks. Thankfully, software solutions like InspectNTrack Smart Safety make it easy to convert your procedures into a digital format. With lockout tagout software, you can create procedures in a couple of minutes and verify that they include all the necessary information. Other benefits of digitizing procedures include increased accessibility, improved compliance, adjustability, and savings. 

Benefits like these are why so many companies are making the switch. Want to learn more about how you can leverage technology in your lockout tagout program? Schedule a demo with one of our specialists today.

digitize lockout tagout procedures