Why Live Risk Assessments Should Replace Paper Forms

Introduction: The Issue with Paper-Based Risk Assessments

Traditional paper-based risk assessment forms are still commonplace, despite risk assessments being intended as “living documents” that should be continuously updated. Yet, in many organisations, they remain static paperwork. This report explores why a process that should be dynamic often ends up printed and filed away. We examine expert opinions on making risk assessments fluid and real-time, look at how they are handled today (paper vs. digital), identify barriers to adopting digital tools, and consider the context in the UK, including event safety, Martyn's Law, and HSE guidance. Perspectives from both small and large event organisers and safety officers are included. The goal is to understand the cultural and practical reasons behind the persistence of paper and how the industry might shift towards more dynamic risk management.

Traditional paper-based risk assessment forms are still commonplace, despite risk assessments being intended as “living documents” that should be continuously updated. Yet, in many organisations, they remain static paperwork. This report explores why a process that should be dynamic often ends up printed and filed away. We examine expert opinions on making risk assessments fluid and real-time, look at how they are handled today (paper vs. digital), identify barriers to adopting digital tools, and consider the context in the UK, including event safety, Martyn's Law, and HSE guidance. Perspectives from both small and large event organisers and safety officers are included. The goal is to understand the cultural and practical reasons behind the persistence of paper and how the industry might shift towards more dynamic risk management.

The Case for Dynamic, Real-Time Risk Assessments

Risk Assessments Should Be Living Documents

Risk assessments are not meant to be one-time forms. Experts emphasise that they should evolve with changing circumstances. This means they should never be truly “finished” and must be revisited whenever there are new hazards, changes in the environment, or lessons learned.

Dynamic Risk Assessments in Practice

A dynamic risk assessment is one that is continuously updated. For instance, an event risk assessment should be revised whenever new information emerges, such as changes in event setup or insights from past events. Keeping assessments up-to-date ensures they remain relevant and responsive to evolving conditions.

Why Static Assessments Are Not Enough

Treating risk assessments as a continuous process rather than a one-off task enables proactive hazard management. Safety practitioners describe it as performing “dynamic risk assessments” real-time evaluations when situations change. Whether on a factory floor or at a festival, effective risk management requires agility. A static printout can quickly become outdated, while a dynamic assessment allows for timely adjustments, ensuring safety in fast-changing environments.

Paper vs. Digital: How Risk Assessments Are Handled Today

The Old-Fashioned Way: Paper-Based Risk Assessments

Despite the ideal of continuous updating, many risk assessments today are handled in an outdated manner. It’s still common to see risk assessment forms printed out, placed in binders, or stored as Word/Excel files that are rarely revisited.

In fact, over half of the companies in Europe and the US continue to use paper or basic spreadsheets to manage health and safety processes. One survey found that 14% of organisations still rely solely on paper-based systems for safety management.

The Reality of Paper Risk Assessments

Smaller organisations often use free templates provided by regulators or insurers, filling them out by hand and filing them away for compliance purposes. In the UK, many small businesses download the HSE's risk assessment template, print it, complete it, and then forget about it. As a result, risk assessments are often treated as a tick-box exercise, done once and never revisited.

The Slow Shift to Digital

Some larger organisations and high-risk industries have begun adopting risk assessment software and mobile apps. These digital tools allow for information to be shared and updated easily, enabling on-site safety officers to input new hazards on the go. However, paper still dominates many sectors, and even digitally enabled organisations may still print hard copies for meetings or legal records.

Barriers to Digital Adoption in Safety Management

Cultural Inertia and a “Tick-Box” Mindset

Many companies treat risk assessments as a compliance formality. This mindset makes it hard to move away from paper. Safety staff are often resistant to change and may mistrust new technologies, preferring the familiarity of paper forms. The static nature of paper forms offers a false sense of completion, whereas digital tools imply an ongoing obligation to update.

Cost and Resource Constraints

Budget is a major obstacle to adopting digital tools. Small businesses, in particular, worry about the expense of software licences, tablets, training, and ongoing IT support. Many view paper templates as “free” and simpler to implement, while digital solutions are seen as costly and complex.

Lack of Tools and Technical Know-How

Some organisations don’t know where to start when it comes to digitising risk assessments. The multitude of software options can be confusing, and the lack of internal IT support can delay adoption. Furthermore, not all digital tools are suitable for every industry or business, and without user-friendly solutions tailored to specific needs, many organisations revert to paper.

Regulatory and Legal Preferences

Some safety officers prefer physical documents to demonstrate compliance, especially in regulated industries. There’s a common belief that regulators or clients expect to see a paper trail. Concerns about data security and the reliability of digital tools also contribute to the continued use of paper.

Change Management and Training

Introducing new software means training staff to use it, and many employees may resist learning a new system. Without proper leadership and training, even the best digital solutions can be underutilised. In companies with high staff turnover or limited IT support, it may seem easier to stick with paper-based risk assessments.

UK Spotlight: Event Safety, Martyn’s Law, and Evolving Expectations

The Impact of Martyn’s Law

In the UK, the focus on event safety is growing, with new legislation like Martyn’s Law requiring venues to regularly review and update their risk assessments. Prompted by the 2017 Manchester Arena bombing, Martyn’s Law (officially the Terrorism (Protection of Premises) Act 2025) mandates that venues assess and mitigate the risk of terrorist attacks at public events.

The law explicitly requires that security measures and risk assessments be reviewed regularly, ensuring that risk assessments are dynamic and continually updated. This shift towards a more fluid approach to event safety highlights the need for risk assessments to be living documents, not static files that get shelved after initial completion.

HSE Guidance and Evolving Expectations

In addition to Martyn’s Law, general HSE guidance emphasises proactive and fluid risk management. For example, the HSE’s advice on crowd safety reminds organisers to think about the flow of people at each stage of an event and adjust plans accordingly. This guidance further underscores that safety plans need to be practical and continuously refined, rather than left to gather dust as static documents.

By shifting towards real-time, dynamic risk assessments, businesses can better manage safety in an ever-changing environment. While the move to digital is still in progress, the increasing pressure from regulations like Martyn's Law and evolving expectations from the HSE are encouraging the industry to rethink how risk assessments are handled. With the right tools and mindset, the future of risk management is digital, dynamic, and always evolving.

Conclusion

Switching from paper forms to live risk assessments is a game-changer for businesses aiming to streamline their safety processes. Not only does it improve efficiency, but it also ensures more accurate data, faster decision-making, and a safer environment for employees. Embracing this shift is a step toward modernizing your approach to risk management, helping you stay ahead of potential threats while maintaining compliance. It's time to make the switch and experience the difference firsthand.