A UK local education authority responsible for a large and varied education estate needed a more dependable way to manage asbestos, fire, and legionella risks. Their existing setup relied on paper files, PDFs, and spreadsheets, which made it difficult to keep information current, share it easily, or maintain clear oversight of risk. The authority partnered with Vision Pro Software to replace manual processes with a centralised digital system designed to support long-term compliance across schools and education facilities.
The Client
The authority oversees numerous education buildings with differing risk profiles and compliance requirements. Ensuring that accurate information was available to surveyors, contractors, and internal teams was essential, particularly when managing safety-critical data across multiple sites.
The Challenge
Before implementing Vision Pro Software, the authority faced several practical and compliance-related challenges:
- Records were held in paper files or PDFs and spread across departments.
- Surveyors and contractors had slow access to asbestos information when working on site.
- Manual updates led to errors, duplication, and inconsistent data.
- Keeping the asbestos register accurate and up to date was difficult.
- Demonstrating compliance during audits required significant manual effort.
- There was no real-time visibility of risk across the estate.
- The overall approach was time-consuming and increasingly unsustainable.
The Solution
Vision Pro Software was introduced to provide a digital platform tailored to local authority environments:
- Legacy asbestos records were digitised, with key data extracted and standardised.
- A single, live asbestos register was created, accessible on desktop and mobile devices.
- Digital survey and re-inspection workflows allowed updates to be captured on site.
- Automated reporting supported audits, management plans, and risk summaries.
- Ongoing training and change management ensured teams adopted the system confidently.
The Results
The move to Vision Pro Software delivered clear and lasting improvements:
- Around a 60% reduction in administrative time through automation and centralised data.
- Faster, more accurate surveys using on-site digital capture.
- Greater confidence in compliance, supported by a complete audit trail.
- Improved visibility of risk through dashboards and automated alerts.
- Cost savings from reduced duplication and more efficient contractor workflows.
- A future-ready system capable of integrating with wider property and asset management tools.
What the Authority Says
“Vision Pro has revolutionised the way asbestos data is stored and utilised within the organisation. We are now able to provide surveyors and contractors with remote access to the system, enabling them to update data directly on site.
Previously, documents were received in PDF format and information had to be manually transferred. Vision Pro also carried out a full data cleanse of our asbestos records, helping us quickly identify gaps or errors and schedule works and surveys more productively.”
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