By Lolerflow Team | LOLER Compliance Specialists
Is Paperless LOLER Actually Legal?
Yes. Regulation 10 of LOLER requires thorough examination results to be notified in writing and a report produced — but writing includes electronic format. The HSE explicitly acknowledges digital records in its guidance. Provided the record contains all Schedule 1 fields and can be produced on request, the medium is irrelevant.
In practice, digital records are often more compliant than paper — because compliant software enforces all required fields before a report can be submitted, whereas a paper form can be left incomplete.
The 6-Step Switch
1
Audit your current records
Before switching, take stock: how many assets do you manage? How many are on 6-month cycles vs 12-month? Where do your current records live — paper folders, spreadsheets, both? This tells you the migration scope.
2
Choose software that works offline
Most LOLER inspections happen in places with poor signal — inside steel structures, underground, remote sites. Any software that requires a live internet connection for on-site use is not fit for purpose. Confirm offline capability before committing.
3
Import or enter your asset register
Most platforms let you bulk-import assets via CSV. For each asset you need: name, type, SWL, location, last examination date, and interval. Set this up correctly and the software tracks everything from there automatically.
4
Run one inspection on paper and digital in parallel
For your first paperless inspection, complete both the paper form and the digital form. Compare the outputs. This builds confidence that the digital report is complete and correct before you drop the paper trail entirely.
5
Notify clients and update your process
If you issue certificates to clients, tell them the format is changing — they'll receive access to a client portal instead of emailed PDFs. Most clients prefer this: self-service access is faster than waiting for a PDF by email.
6
Archive (don't destroy) your paper records
Keep your historical paper records until the digital record supersedes them. Do not destroy paper reports that are still within the legal retention period. Scan and upload if you want everything in one system.
What Paperless Unlocks
Instant certificate delivery
Report available to client the moment the inspection is submitted — no typing up, no emailing
Automated scheduling
Next examination date tracked automatically — alerts fire 4 weeks before due date
Searchable history
Find any asset's full examination history in seconds — by date, location, defect category
HSE audit readiness
Produce any report immediately on request — no searching through filing cabinets
Go paperless today — 30-minute setup
Import your asset register, complete your first inspection on your phone, and have your first digital Schedule 1 report in under an hour. 30-day free trial.
Start free trial →