Better Safe Than Soggy: Mitigating Risk Through Digitalisation 

The risk 

Any experience business that has been reliant on paper-based admin is well aware of the potential headache that this can create. From a strong gust of wind blowing a stack of freshly signed waivers into the lake and turning them into papier mache, to a paper sign-up sheet being misplaced by a colleague along with all the contact details of the attendees. The simplicity and ease of jotting down details is forgotten as quickly as the search for last week’s post-it note begins. 

Mitigating risk as an experience business isn’t just about making sure that clients are wearing a buoyancy aid or safety harness; it extends to how data is collected and managed. Making this process digital reduces the risk of human error or data loss.

From clipboard to cloud

On a busy day, things change, and miscommunications can happen. The weather decides not to play ball, or a staff member calls in sick. If those updates are done live on paper or on a single on-site computer, an outdated spreadsheet or an old list will increase the risk that someone is in the wrong place or doesn’t have the right kit. 

By moving that information to a cloud-based system, any updates are done reliably and instantaneously. With a system like Sailia, bookings, waivers, and schedules are securely stored online and available to your team absolutely anywhere, from inside behind the reception desk to waist-deep on launch land. Updates appear in real time, ensuring everyone is working from the same information and reducing the risk of crossed wires or double-bookings, all without the risk of soggy paperwork.

Single point of failure removed

Using a cloud-based system also removes the risk of a single point of failure. Even digitised data that is stored locally on a computer or an external hard drive is susceptible to being lost. Just like a paper file being misplaced, a hard drive can die or become corrupted, and once that data is gone, it's gone for good.  

Storing data in the cloud doesn’t just increase convenience but also ensures that important data and documents, like sensitive client information or waivers, are stored somewhere immune to being misplaced or corrupted. By removing this single point of failure, businesses and their clients can be confident that critical information is backed up, encrypted, and available whenever it’s needed.

With Sailia, all information is stored securely, frequently synchronised in the cloud and protected by automatic backups and encryption. If a problem occurs, such as a phone dying or connectivity dropping out, all the information is still secure, and operations can continue uninterrupted. This removes a huge chunk of the risk that comes with paper-based operations or even using local digital systems, giving clients and operators peace of mind. 

Ease of Compliance

Regulatory compliance isn’t usually the part of most jobs that people were initially drawn to, but it is nonetheless an essential part of running a business. Thankfully, using a system like Sailia helps to make this as hassle-free as possible and reduces the risk of falling short of compliance standards like UK GDPR and the ICO. 

Storing information in the cloud means that it can be encrypted and backed up, keeping all important data like financial records and special categories of personal data secure and away from prying eyes. With the sheer volume of information that businesses now collect, collecting and keeping this information digitally doesn’t fill up filing cabinets or hard drives and requires sophisticated filing systems to find information quickly when needed. Instead, Sailia’s intuitive layout and storage mean that information can be found and stored efficiently and easily. 

Sailia also provides a complete audit trail for every booking and change made within the system. This ensures transparency and accountability across, while also supporting compliance with data protection regulations. Every update is timestamped and traceable, creating a clear record that would be almost impossible to maintain consistently on paper or manually.

Final thoughts

Reducing risks in experience businesses goes beyond safety equipment and risk assessments and extends to how data is managed. By shifting from paper to cloud-based software, businesses remove the risks that come with misplaced forms, corrupted files or soggy waivers, and can focus on delivering the best possible experience to their clients. A cloud-based system like Sailia ensures that information is kept consistent, secure and recorded, reducing the risk of data loss, human error or non-compliance.  

Discover how Sailia can help your business stay connected and compliant and reduce risk, all without the paperwork.