Coopérative U: a first 100% paperless safety inspection

In short, with Deemply

• Send the fire safety officer a link to a clickable PDF containing the full report 15 days before the safety inspection, allowing them to prepare for their visit remotely.
• Follow the same digital elements during the session on a screen, section by section, just as the fire officer does.
• Have all safety inspection committee members sign directly on a tablet, in a 100% paperless process.
• Schedule recurring tasks related to the safety register, building register, and equipment (annual, biannual, triennial) with automatic reminders for service providers.
• Receive a notification as soon as a service provider signs off on their completed work via their mobile app.

The company

Raphaël Gautreau is a partner in two stores, in Secondigny and Champdeniers, and also works in a duo managing non-merchandise purchasing for his network.

It was in this context, while looking for a Computerized Maintenance Management System (CMMS) capable of covering building management, equipment, and legal obligations related to safety registers, that Deemply—then positioned as a safety register solution—was identified and selected after a comparative analysis of several companies.

The challenge: moving from a paper register to 100% digital management

Before Deemply, Raphaël Gautreau managed his safety register on paper. The goal was twofold: first, to find a tool covering the building, equipment, and regulatory requirements; and second, to successfully transition to a fully digital safety inspection without disrupting the habits of the fire prevention officers.

The solution deployed

Remote preparation for the fire safety officer

Fifteen days before the safety inspection, Raphaël Gautreau sends his fire safety officer a link generated by Deemply, providing access to a clickable PDF of the entire report. This allows the officer to review all the necessary sections in advance of their visit.

A collectively monitored inspection on screen

On the day of the inspection, the officer and other members are welcomed into a meeting room where a screen allows everyone to follow the same clickable PDF sent two weeks earlier. The officer leads the questions, section by section, following their usual method.

For this first 100% digital inspection, a few paper documents were kept as a precaution; they ultimately proved unnecessary, as the PDF was intuitive to use for both Raphaël Gautreau and the fire officer, who gave the digital version a very warm reception.

100% paperless signatures on a tablet

After the administrative review and the store tour, the various signatories meet in the room to sign directly within Deemply on a tablet. A few days later, the inspection report is received, and any new requirements are integrated into Deemply to ensure clarity on what is expected before the next inspection.

A dedicated daily point of contact

On a day-to-day basis, Raphaël Gautreau chose to designate a dedicated point of contact for the Deemply solution—someone from the maintenance or administrative team who is diligent enough to oversee operations and manage relationships with external contractors. For him, this is one of the keys to success with the tool.

Scheduled tasks and automated reminders

Deemply allows for the integration of scheduled tasks that recur every year, two years, or three years, related to safety registers as well as building or equipment logs: roof cleaning, compressor maintenance, or scale calibration. Reminders are sent to service providers automatically via email; once their work is complete, they sign off directly from their mobile app, which triggers an immediate notification for the store.

Tracking issues, both internally and externally

Beyond scheduled tasks, department managers can report an issue, such as a leak, by uploading a photo directly into Deemply. These issues are then reviewed within the software to organize work for both internal maintenance staff and external contractors (electricians, plumbers), allowing them to plan a single visit to address multiple non-urgent items.

Results: peace of mind, time savings, and better organization

For Raphaël Gautreau, the Deemply solution has brought peace of mind to his daily routine: he knows that scheduled tasks will be followed up on automatically without him having to chase contractors, and that every completed job is properly recorded. The tool has also made it possible to group tasks for both internal staff and external providers, resulting in significant improvements in work organization.