Prevention plans: Optimize your risk management through digitalization

In the professional world, the absolute priority for all business leaders must be the safety of employees and external contractors. The prevention plan is part of this approach, as it allows for the identification, assessment, and prevention of risks associated with external companies working on-site. With the rise of digital tools, managing this plan becomes more efficient, faster, and more secure through the implementation of a digital prevention plan. After understanding how this regulated document works, we invite you to discover how the Deemply solution revolutionizes the creation and management of the prevention plan through its digitized module.

What is a prevention plan and why is it essential?

The prevention plan is a regulatory requirement defined by French law. It is drawn up whenever an external company works on-site, in order to ensure everyone's safety. It is established for two main scenarios:

• As soon as the work to be performed by the external company represents a total number of hours equal to at least 400 hours over a period of twelve months or less. This applies whether the work is continuous or intermittent. The document must also be drawn up if the number of hours is expected to reach 400 during the execution of the work.
• If the work is hazardous, as stipulated by the decree of March 19, 1993 and the decree of May 10, 1994 for agricultural establishments, it is mandatory to establish a prevention plan.

This document is essential for:

• Analyzing the risks associated with co-activity between the different parties.
• Defining preventive measures to avoid workplace accidents and incidents.
• Clarifying responsibilities between the host company and the contractor.

Implementing the prevention plan involves three key steps for its completion:

Assessing the risks specific to the intervention.

During this stage, a preliminary site visit can be conducted with both parties at the location where the work will take place. The risk assessment helps identify hazardous activity phases and jointly define the preventive measures that can be put in place to avoid accidents and incidents.

Drafting and validating the document.

The host company (the company where the work is being performed) will draft the document. It includes various information such as the nature of the work, dates, location, resources provided, contractor certifications, emergency procedures, risk analysis, and other documents related to the prevention plan. Some elements may need to be filled out by the external company (the contractor), which often proves very complicated. This is why a digital prevention plan simplifies both the completion of the document and its signature. Indeed, once the document is fully completed, it must be signed by both parties. Often, with paper-based prevention plans, the signature is missed, which puts companies in non-compliance with their obligations.

Communicating and monitoring measures with the concerned parties.

Before and during work, it is essential for both parties to communicate regarding the measures put in place to prevent accidents. It is also vital to discuss any additional measures that may need to be implemented if circumstances require.

Creating a prevention plan is fundamental, yet the process is often seen as cumbersome, time-consuming, and prone to oversights and errors. To simplify the creation of these documents and support you in your daily operations, we have developed a module within our Deemply solution that is 100% dedicated to the prevention plan.

The benefits of digitizing your prevention plan

Digital technology has completely transformed how companies manage their regulatory obligations. A digital prevention plan offers numerous advantages for any company required to produce this document.

Significant time savings

With a digitalized prevention plan, you can say goodbye to paper documents that get scattered or lost. You can also forget about endless email and phone exchanges with your contractors to gather the information needed for the document. Centralizing information in a tool like the one offered by Deemply allows you to save time not only in creating documents but also in their approval. In just a few clicks, you can ask your contractor to provide their information, review the document, and sign it. Everything is handled online, and the data is stored securely.

Increased reliability

A digital solution drastically reduces the risk of human error. Providing templates helps prevent the omission of essential information, and customizable alerts ensure you never fall behind. They also ensure the document is complete and signed by both parties before work begins, helping you meet your regulatory obligations.

Optimized accessibility

Stakeholders can consult and sign the plan online, from anywhere and at any time. Our solution allows you to create and sign documents on a computer or directly on your smartphone, providing you with total mobility.

Secure archiving

Documents are stored directly in your workspace, ensuring compliance with legal retention requirements and immediate availability in the event of an audit. You can also easily share your prevention plans with just two clicks. This allows you to send the document via email or download it.

Deemply: A complete solution for a digitalized prevention plan

The digital prevention plan module offered by Deemply stands out for its ease of use and advanced features. Here is an overview of the features you will find in our solution:

An intuitive and ergonomic interface

Our solution was designed so that non-technical users can easily create and manage their prevention plans.

Customizable predefined templates

To simplify the creation of the digital prevention plan, we provide our users with templates. These help to quickly structure the essential information needed for the document. We also offer the ability to customize templates or create your own to ensure you have documents perfectly tailored to your needs.

Integrated electronic signatures

By digitizing your prevention plan, you no longer need to circulate paper documents. Signatures are completed directly from a smartphone. This electronic signature allows for rapid validation of the document by both parties.

Real-time collaborative management

Both companies can work together by each filling in the document information relevant to them. Communication and coordination are simplified.

Automated notifications and reminders

To ensure you never miss important information, we provide the option to configure notifications within the solution. You can choose which ones you wish to receive, allowing you to filter out non-essential updates.

Why choose Deemply for your prevention plan?

By choosing the Deemply solution, you benefit from a powerful tool, designed to meet regulatory requirements while simplifying your daily management. Through digitalization, you reduce administrative burdens, improve team safety, and boost efficiency with a more streamlined organization.

Ready to join the movement and digitize your prevention plans?Contact us to request a quote. Our team is available Monday to Friday, 8:30 AM to 12:30 PM and 1:30 PM to 5:30 PM, via email at commerce@deemply.com or by phone at 02.51.62.45.08.