Build a Digital Safety Register in 60 Minutes (No IT Team Needed)

Ever had to work with various Excel files or multiple versions of an Excel file, and not know which is current and most up to date?

Yes? Then you know how much time is lost and how much stress that causes not just for you but for your department.

Imagine having to comb through different files to get information that you know in your heart of hearts may not be correct and cannot be fully trusted.

I know this pain too well. I know some of you are still living it day to day.

I changed it. You too can.

This is a digital system used to record, track and manage safety-related information such as incident records, risk assessments, policies etc. The benefits of this is that it provides an accessible communication and collaboration channel - ensuring that all current safety information is shared with staff and relevant persons.

For example, here is a picture of one of my training Sharepoint sites. The below is a SharePoint List - it shows the different kinds of files, versions and the person who made the latest changes and when. I have set this up in a way that once a change is made to an existing file, an audit log is updated (2nd image) - this way, you know what kind of change was made and by whom.

Having a digital register, is like having one source of truth where every safety record, document, and action is current, traceable, and accessible. Instead of chasing versions across emails and desktops, staff can see the latest approved file, who owns it, and when it was last reviewed. The built-in audit log ensures accountability and transparency - every modification is logged automatically, showing who changed what and when.

The benefits of this are:

You cannot get these benefits with Excel. Excel works for analysis and even for creating import-ready information to various software. But for operational control, it is quite limiting, not good enough, and lacks the structure you need for a digital safety register - that is where SharePoint comes in.

To get started, you need:

No coding or IT support required.

What are you looking to track? Be clear in what you would like to record and track then list out all essential fields (e.g. ID, type, location, dates, status, owner etc) before you start to build. You can do this on Excel. This way you also have a standard vocabulary list.

At first when you created the register you can view All Items. You can actually create other view like viewing by owner, overdue items, or even status.

Click Add View on the top right. Then name it, choose type and configure it.

Add some data and test. You can import your existing Excel file and other relevant files. Play around with the views, filtering, sorting, etc

Once you are familiar with this, you can add more advanced settings/flows. For example, you can even automate reminders based on pre-defined criteria, add conditional formatting like colour overdue items, and even link to Power BI dashboard.

Set read/edit/admin access then share with 2 or 3 colleagues to test and feedback. This will help you edit and correct your List before sharing with a larger audience. Of course, don’t wait until it is perfect, you can always go back and tweak as you identify needs and new use cases.

You can bookmark, pin or even add it to your Teams channel or Sharepoint site.

There are three access levels:

You’ll find these groups under Settings → Site permissions (as in image below).

Follow steps 1 - 5 above and come back to tell us how you found it!

You should have:

👉 Before: scattered spreadsheets and wasted time

👉 After: a live, shareable, filterable, audit-ready register

P.S. If you want a clear, practical introduction, grab my 5-pillar framework and get insights into 5 critical and doable steps you can take today, to get you started your digital transformation journey! https://newsletter.safetytech.club/5-pillar-framework

This is what The SafetyStack is about - building simple, usable systems that make your work easier and streamlined. These are things I have tried, tested, use and teach others in NavigatorPRO. NavigatorPRO is open for registration now but we kick off officially in January.  But the real question is: will you enter 2026 still working the same way?

Inside NavigatorPRO, we’ll focus on the core skills QHSE pros now need:

✅ Better data collection (so your inputs are clean and reliable)
✅ Simple digital systems (to replace scattered spreadsheets and paper)
✅ Automated evidence pipelines.
✅ Dashboards your leadership actually reads
✅ Practical AI for your day-to-day safety and compliance work

For a limited time, you can join as a Founding Member at £97/month (locked in for life) or £997/year.

Learn more and join as a Founding Member by clicking the button below.