Automating PPE Accounting and HSE Document Management, or How Enot Brought Order

The transition to electronic document management (EDM) in HSE is no longer just a trend, but a necessity for large companies striving to eliminate paper routine and manual entry errors. However, in practice, digitalization often faces regulatory barriers and technical difficulties. In his presentation, Vladimir Borkin, Head of the HSE and Fire Safety Center at MTS, analyzes the real experience of creating a unified digital ecosystem covering 30,000 employees.

The Foundation for Launching EDM in HSE

A successful start to digitalization is impossible without a well-developed regulatory framework and an understanding of the types of electronic signatures. The speaker examines in detail the difference between UKEP (enhanced qualified) and UNEP (unqualified) signatures. Using exclusively UKEP on the employer's side can paralyze processes due to the complexity of issuing tokens for thousands of managers and commission members. The implementation of UNEP allows signing documents in one click, which is critical for scaling the system. The optimal scenario is the integration of HSE processes into the already existing corporate EDM policy built by the HR department.

PPE Management: From Chaos in Excel to Transparent Analytics

One of the main problems in accounting for personal protective equipment is an inflated nomenclature. Using his company as an example, the speaker shows how they managed to reduce the directory from 8,000 to 120 items, eliminating duplication due to different colors or supplier names. Strict centralized management of directories and direct integration with warehouse programs allow HSE specialists to completely abandon maintaining disparate tables in Excel.

To control wear periods, a "traffic light" system has been implemented, automatically warning about the need for procurement. Special attention in the presentation is given to converting the personal PPE accounting card into an electronic format. Instead of creating a new card for each issuance, the system forms a unified issuance log, and the card itself is generated as a dynamic report, ready to be downloaded as a legally significant ZIP archive for supervisory authorities.

What you will learn from this webinar:

• How to legitimately use UNEP for mass signing of HSE documents?
• How to build the document familiarization process so that employees do not confuse notifications with phishing?
• How can you reduce the PPE nomenclature and set up integration with the warehouse?
• How to implement an electronic PPE accounting card so that it meets the requirements of inspecting authorities?