Should We Really Move to a Digital Safeguarding System?
2025-11-05 09:36
David: Rachel, I've been hearing a lot about digital safeguarding systems lately. We're still using paper files and spreadsheets. Should we be thinking about going digital?
Jon: Absolutely, David. Current systems are holding organisations back—and it's putting people at risk.
David: At risk? How so?
Jon: Let me give you some examples. Last year, a staff member's DBS certificate became older than their NGBs recommended guidelines, and it wasn't realised until they asked to see when it was last checked. They were tracking expiry dates on a spreadsheet, and it just… slipped through the cracks.
David: Ouch. That's not good.
Jon: No, it's not. And it's not the first time. We've seen issues with lost documents—someone emails a DBS certificate, it gets buried in an inbox, and you can't find it when you need it. And don't even get me started on the filing cabinets - overflowing, disorganised, and not secure.
David: So what would a digital system give us?
Jon: Three big things: security, efficiency, and compliance.
David: Break that down for me.
Jon: Sure. Security: A digital system securely stores all your data—both when it's being uploaded and when it's stored. You also get access controls, so only authorised people can view sensitive records or individual staff members or teams. And you get audit trails, so we can see who assessed or accessed what and when.
David: That sounds a lot more secure than a filing cabinet with a key that half the office has access to.
Jon: Exactly. Efficiency: With a digital system, You can find a staff member's DBS certificate in seconds. No more digging through folders or hunting through emails. You can also set up automated alerts for expiry dates, so nothing falls through the cracks.
David: That would save a lot of time.
Jon: It would. And compliance: GDPR requires us to have secure storage, access controls, and audit trails. A digital system makes all of that easy. It also helps with retention policies—we can set up automatic reminders to review and delete records when retention periods expire.
David: Okay, I'm sold on the benefits. But what about the downsides? Cost? Complexity?
Jon: Cost is a consideration, but it's not as expensive as you might think. Safeguard-Me, for example, charges £19.99 per passport, and the first one's free. When you compare that to the time we spend managing paper files—and the risk of non-compliance—it's actually a bargain.
David: And complexity?
Jon: That's the beauty of modern systems—they're designed to be user-friendly. Safeguard-Me has a mobile app, so staff can upload their DBS certificates themselves. You get a notification, review it, and approve it. No more chasing people for documents or scanning paper files.
David: What about training? Will staff need to learn a whole new system?
Jon: There's always a learning curve, but it's minimal. Most platforms are intuitive—if you can use a smartphone, you can use a digital safeguarding system. And the time invested in training is nothing compared to the time we'll save in the long run.
David: What about data migration? We've got years' worth of paper files. Do we have to digitise everything?
Jon: Not necessarily. We can take a phased approach: digitise new staff records first, then work backwards through active staff as time allows. We can us do a bulk upload to speed up that process. Or you can keep archived paper records and only digitise new records going forward.
David: That sounds manageable. What about security risks? I've heard horror stories about data breaches.
Jon: That's a valid concern. But here's the thing: paper files aren't secure either. They can be lost, stolen, or damaged. Digital systems, when set up correctly, are far more secure from that perspective.
David: So what's our next step?
Jon: I'd suggest you do three things: First, conduct an audit of our current system to identify gaps. Second, research digital platforms and request demos. Third, create a migration plan with clear milestones and responsibilities.
David: And you think Safeguard-Me is the right choice?
Jon: It's purpose-built for safeguarding and we've not come across any other platform like it. It has all the features you need—secure storage, access controls, automated alerts, mobile access. It's also GDPR-compliant and affordable. Try the free passport for yourself first and see how it easy it is.
David: Alright, I'll give it a go, and we can start planning the migration.
Jon: Perfect. I'll put together a proposal and we can review it next week.
David: Thanks, Jon. I didn't realise how much risk we were carrying with our current system.
Jon: That's the thing, David. You don't always see the risks until something goes wrong. Going digital isn't just about efficiency—it's about protecting children, protecting our staff, and protecting our organisation.
David: Well, when you put it like that, it's a no-brainer.
Key Takeaways
✅ Digital systems offer better security, efficiency, and compliance than paper files
✅ Cost is reasonable compared to time saved and risk reduced
✅ Training is minimal—modern systems are user-friendly
✅ Data migration can be phased—no need to digitise everything at once
✅ Digital systems are more secure than paper when set up correctly
Ready to go digital? Safeguard-Me's platform makes safeguarding simple, secure, and efficient. Start your free passport today and see the difference digital safeguarding can make.