System Vs The Pen
- 5 min read
- November 19, 2025
In contemplating the essence of the famous movie “Inherit the Wind”, 4S Consulting reflects on the insight of Clarence Darrow, who suggested that every technological advance brings change in perception and methods. With nearly 30 years of experience in health and safety, the initial days at 4S Consulting were all about pads, pencils, and clipboards, where documentation heavily relied on a date and signature. However, with evolving times, the focus has shifted more towards software, smartphones, and tablets, coupled with powerful databases for efficient data management.
As official Joint Health and Safety Certification Providers, one of the questions that is constantly raised by students is in this day of computers, smartphones and tablets why do we always teach them to have a notebook, and make notes in their own hand and how to date, sign and initial them to establish to diligence.
We use some of the most advanced systems out there, and as an Occupational Health and Safety Systems provider value every one of them. But as much as we understand the importance of technology, the Ministry of Labour Immigration, Trades and Skills Development still requires us also keep notes by hand. This coupled with the prevalence of civil liability litigation, has taught us personal notes written in your own hand with a date and a signature or initials is valuable.
To illustrate the value of both of these methods we are going to do a business case for each one of them and then provide you with our suggestions, allowing you to make your own decision
The case for pad and pen:
- Doesn't require batteries or people be plugged in.
- Travels with us at all times.
- The fact it is in your own handwriting shows you made the note and did the work.
- Supports technological documentation by giving a second source.
- Is not dependent on Internet connection or network connection.
- There are established standards to render a document legal under the Occupational Health and Safety Act.
- Cannot be accidentally deleted.
- If in a bound notebook it can count as evidence.
- Requires minimal training.
The case for technology:
- Allows for access to data across multiple sources.
- Adaptable and capable of many different styles of input.
- Dependent on Network and Internet connection.
- Allows for greater examination of the data to perform high level risk assessments and sharing of data for problem solving.
- Data can be cross-referenced easily.
- Data can be protected from unauthorized users.
- Has backup systems in order to ensure retention.
While there are many other benefits for both systems, 4S Consulting advocates for a third perspective. We believe that it’s not a matter of choosing one over the other, but rather finding an optimum solution by utilizing both systems to their best advantage, allowing them to support each other effectively.
4S Consulting remains committed to keeping its technology up-to-date, including training on how it can be best utilized to solve problems, facilitate communication among large groups, and manage large sets of data. Simultaneously, we value the reliability of traditional methods like a pad and pen, especially in situations where they are isolated from networks and the Internet, enabling them to make notes that aid memory and support the technological documentation they are undertaking.
We encourage considering the human element in crisis situations. For instance, envisioning a scenario where an individual has just experienced a traumatic event in the workplace and requires an interview to gather their witness statement. In such moments, when the person is traumatized and feeling isolated, setting up a computer might not be as comforting as having someone there with a pad and pen, actively and empathetically listening.
If we had to choose, we would use both the pad and pen and technology like smartphones to record interviews, with permission, ensuring that one form of documentation supports the other and captures any missed details.
We cannot emphasize enough the importance of assessing how each method serves the broader goal. Before deciding, ask yourself the question: “How does it serve me?”, and then ask why not both?
