Digital Forms with Active Digital
In 2024, the rising number of data breaches and the ongoing demand for operational efficiency have made it more critical than ever for companies to move away from outdated paper-based processes. Using a secure solution like Digital Forms allows organisations to eliminate the risks and inefficiencies associated with paper forms, while significantly strengthening their data security posture.
Paper forms are inherently vulnerable; they can be lost, stolen, damaged, or accessed by unauthorised individuals. They lack encryption, audit trails, and centralised control, making them a common source of data mishandling and human error. In 2024, across 27 UK local councils, there were over 2,400 suspected data breaches reported. Many of these involved mislaid paperwork or lost paper records. This kind of vulnerability is not only costly but often in direct violation of data protection regulations such as GDPR, HIPAA, or industry-specific compliance frameworks.
Not only are paper documents a security concern, but they can also be a significant time waster. Reports show that employees spend approximately 30–40% of their time searching for lost or misplaced documents in paper-based systems and is supported by various studies and industry reports. For instance, a survey by Software Advice revealed that workers waste six or more hours each week searching for paper documents, with some spending up to 30 minutes to two hours daily on these tasks.
By adopting Digital Forms from Active Digital, companies can digitise their data collection and workflows, enabling secure, real-time form submissions from mobile devices, even in remote field environments. All data collected is encrypted both during transmission and at rest, drastically reducing the chances of interception or unauthorised access. Digital Forms also provides detailed audit logs, access controls, and centralised management tools that allow IT and compliance teams to monitor data usage, enforce permissions, and ensure regulatory compliance.
Transitioning to a secure platform like Digital Forms helps companies minimise their exposure to data breaches, reduce operational overhead, and modernise their processes in a way that protects both the organisation and the people it serves. Our Head of Technology, Dan Walter said, “in a digital-first world, clinging to paper is no longer a safe option. Digital Forms replaces manual, error-prone steps with automated workflows and integrations, reducing the chance of data entry errors, misplaced information, and delays in processing. Unlike paper documents, digital forms can be validated in real-time, with required fields, logic checks, and immediate routing to the appropriate departments for review and storage. As businesses face increasing pressure to maintain customer trust, meet strict data privacy standards, please do entrust the Active Digital to help.”
One of the biggest advantages of digital forms is their ability to include built-in features such as electronic signatures and GPS tracking. This allows businesses to streamline their workflows while ensuring authenticity, traceability, and accountability. With digital forms, signatures can be securely captured directly on a mobile device, eliminating the need for physical documents and manual sign-off. This is particularly useful for field operations, service delivery, inspections, and compliance reporting, where real-time approvals are critical.
Say Goodbye to Paper, Hello to Productivity
Beyond these features, digital forms reduce human error, prevent data loss, and are easily integrated with back-end systems. Data can be validated instantly at the point of entry, ensuring that all required fields are completed correctly before submission. Unlike paper, which can be misfiled or damaged, digital data is securely stored, searchable, and backed up in real time.
With capabilities like e-signatures and GPS tracking, digital forms are not just a convenience; they are a powerful tool for improving accountability, compliance, and efficiency across any industry. GPS tracking adds another layer of value by automatically capturing the location where a form is submitted. This geolocation data can confirm that employees or contractors were at the correct job site, improving oversight and reducing the chances of fraudulent activity or disputes. It also enhances logistics and resource planning by providing accurate location data tied to specific tasks or submissions.
What sets Active Digital apart is our ability to design and build fully bespoke Digital Forms tailored to the exact needs of your business or organisation—no matter how simple or complex the task. While many providers offer off-the-shelf solutions, we go beyond templates to create intelligent, industry-specific forms that work seamlessly in real-world environments.
Whether it’s a straightforward health and safety checklist or a highly detailed, step-by-step process for gutter maintenance, concrete pouring, or any other specialised operation, we have the expertise to deliver. Our forms are built, bespoke by Dan and his team to match your workflows, capturing exactly the right data at the right time. This includes mandatory fields, embedded images, digital signatures, and GPS tracking to ensure accuracy and accountability in the field. Digital Forms for concrete pouring, for example, can include customisable, mobile-friendly checklists and reports for pre-pour, during-pour, and post-pour inspections, as well as material tracking, all accessible on-site and in the cloud.
Paper Out, Progress In
At Active Digital, we don’t believe in a one-size-fits-all approach. Every form we build is tailored to your team’s needs, your industry’s compliance requirements, and your organisation’s goals. We take the time to understand your process from the ground up, and then we transform it into a smart, secure, and user-friendly digital experience.
Whether you’re managing remote teams, tracking job progress, or reducing admin time, our bespoke digital forms will streamline your operations, eliminate paperwork, and give you the control and visibility you need, wherever the job takes you.
Let us support your business as you take control of your data, safeguard sensitive information, and operate with greater confidence in 2025/2026 and beyond. Ask for a no obligation consultation call today.
Our digital team are waiting to help you. Please call us on 01892 835522 and book in a call today.
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