This guide is designed to assist in interpreting results from site safety audits and inspections conducted using the Safety Reports System in the Classic (Negative Only) format. This format focuses on highlighting the negative observations or issues identified during an inspection. The following sections break down the components of the report and provide tips for understanding each element. All examples and screenshots referenced in this guide are from demonstration inspection letters available at Safety Reports Website for an OSHA 1926 inspection.
1. Report Summary
The Report Summary section provides an overview of the inspection. It contains important details that are specific to the inspection and/or project setup:
Inspection Information: This section includes data added by the inspector or their account administrator. It provides context and background for the inspection itself.
Project Details: If relevant, the summary will also contain project-specific information based on the configuration set up by the inspector’s account administrator.
This section helps provide clarity on the scope of the inspection, who conducted it, and the context behind the findings.
2. Inspection Findings
Inspection Findings are the key observations made by the inspector during the audit. These findings are categorized and presented in an easy-to-follow format:
Category Organization: Findings are grouped by categories, making it easier to understand where each observation fits within the broader scope of the site’s safety performance.
Negative Findings (Highlighted in Red): In the Classic (Negative Only) format, only the negative findings are emphasized. When a standard or observation is marked as negative by the inspector, the associated text will appear in bold red. This highlights the areas where safety concerns or non-compliance issues were identified.
Positive Findings (Excluded): Positive findings are not included in the report, as the focus is solely on negative observations.
Notes: If the inspector added any relevant comments or explanations, these will be displayed below the standards. These notes provide additional context to the identified issues, whether they are minor concerns or major safety hazards.
3. Other Items
At the conclusion of the report, several additional components may be included:
Professional Information: The inspector’s professional details are listed again after the inspection findings. This typically includes the inspector’s name, certification details, and other relevant information.
Report Disclaimer: A standard or custom disclaimer is also included here, outlining any limitations of the inspection or clarifying the inspector’s responsibilities.
4. Geo-Tag (If Included)
If the inspector included a Geo-Tag during the inspection, this will be presented in the report. The Geo-Tag provides important location-specific data:
Location Coordinates: The latitude and longitude of the inspection location are displayed, as accurately as the inspector’s mobile device location settings allow.
Satellite Image: A satellite image of the inspection location may also be included, providing a visual representation of the site’s layout.
Signatures: If signatures were collected, the inspector’s signature and the site contact’s signature may appear next to the Geo-Tag to verify the inspection details.
5. Photos
Finally, any photos taken during the inspection will be included at the end of the report:
Photo Placement: The photos are displayed in a clear and organized manner, typically with 4 photos per page. The report continues to include photos over multiple pages until all images from the inspection are displayed.
Captions and Notes: If the inspector added captions or notes to the photos, these will be displayed alongside the images. The captions provide additional context for each photo, such as explaining the issue or indicating the severity of the problem.
Conclusion
The Classic (Negative Only) Format of the Safety Reports System focuses on highlighting the negative findings from a site safety audit or inspection. By understanding the structure of the report—such as the categorization of findings, the inclusion of notes and photos, and the emphasis on critical safety issues—users can easily interpret the results and take the necessary actions to address identified risks.
For more detailed examples or to access further resources, visit the Safety Reports Website.
Download the Guide:
To access the full guide, download the file here.