Safetrac Surveys and Attestations FAQs

The Safetrac Surveys feature allows clients to create and report on various types of surveys within the Safetrac platform. This tool helps track compliance beyond training by gathering signed declarations, behaviour-related responses, and reporting on others’ compliance behaviours.

The feature addresses the need for tracking compliance in more complex ways than just training. It is designed to handle signed declarations from directors or officers, behaviour-related questions, and reporting on compliance behaviours within the organisation.

Safetrac supports three main types of surveys:

• Questionnaires: Series of questions distributed to respondents, answered on their own behalf.
• Attestations: Similar to questionnaires but include a digital signature submission at the end.
• Audits: Surveys where questions are answered by an auditor on behalf of an auditee, requiring both to be registered users.

The tool supports multiple choice (one answer), multi-select (one or multiple answers), and text response questions. Administrators can also enable document uploads and additional comments for responses.

Yes, survey responses can be structured with sections, grouping questions as needed by the administrator.

Each response is allocated a score by the administrator. Sections have upper and lower thresholds defining good, moderate, and poor responses. There is also an option for inverse scoring, where lower scores indicate positive outcomes, commonly used for risk analysis.

Participants can be enrolled in surveys, with enrollment and reminder emails generated in line with standard Safetrac platform capabilities.

Reporting options include:

• Questionnaire Summary: Provides a summary of all questions, filterable by section, with average scores if used.
• Score Analysis: Shows section performance against thresholds, with drill-down options for detailed user scores.
• Question Analysis: Includes response tallies, text listings, multiple choice comparison, and checkbox comparison analysis.
• Individual Responses: Shows submitted responses by respondent, sortable by total score, with downloadable PDF summaries and Zip files of uploaded documents.

The benefits include:
Comprehensive Compliance Tracking:

• Combines Safetrac’s platform benefits and award-winning compliance content with a sophisticated survey engine.
• Enhanced Compliance Efforts: Allows clients to survey staff about their understanding and attitudes towards corporate policies, procedures, and practices.
• Customisable Notifications: Administrators can use customisable templates to notify and remind users of survey obligations.
• Centralised Compliance History: Provides a single location for viewing compliance history, including training, surveys, and other compliance activities.
• Secure Data Management: Hosted on Australian servers with data ownership held by the client.
• Unlimited Survey Creation: Clients can create and propagate unlimited surveys to their registered user community.
• Flexibility and Customisation

Clients have the flexibility to subscribe to Safetrac-authored surveys, build their own surveys, or do both, providing a tailored approach to compliance tracking.

Examples include:

• Attestations: Digital signatures confirming agreement to protocols or financial statements.
• Audits: Managers reporting on team members’ compliance with regulations.
• Questionnaires: Staff attitudes towards compliance, with response options like Always, Sometimes, Never or Strongly Agree, Agree, etc.

Attestations are formal statements or declarations made by an individual or organisation, affirming the truth and accuracy of specific information. In the context of compliance, attestations often involve confirming adherence to policies, procedures, regulations, or standards.

Attestations are used in compliance programs to ensure that employees, managers, or third parties confirm their understanding and adherence to specific compliance requirements. This can include acknowledging policies, confirming completion of training, or verifying compliance with regulatory obligations.

Common scenarios include:

• Policy Acknowledgment: Employees confirm they have read and understood organisational policies.
• Training Completion: Participants attest to completing required training programs.
• Regulatory Compliance: Organisations or individuals confirm compliance with specific laws or regulations.
• Internal Controls: Managers attest to the effectiveness of internal controls and procedures.

Safetrac provides a comprehensive tool for creating, distributing, and managing attestations, including:

• Customisable Templates: Create templates for various attestation scenarios.
• Digital Signatures: Enable secure digital signatures to confirm attestation.
• Automated Reminders: Set up automated email reminders for pending or overdue attestations.
• Tracking and Reporting: Monitor the status of attestations and generate reports for compliance audits.

Attestations are distributed electronically via the Safetrac platform. Recipients receive an email notification with instructions and a link to complete the attestation. Once completed, the attestation is recorded and stored within the platform for tracking and reporting.

Benefits include:

• Accountability: Ensures that individuals acknowledge and commit to compliance obligations, enhancing accountability.
• Documentation: Provides a formal record of compliance commitments, useful for audits and regulatory reviews.
• Risk Mitigation: Reduces the risk of non-compliance by ensuring that all relevant parties are aware of and agree to adhere to specific requirements.
• Efficiency: Streamlines the process of collecting and managing compliance confirmations, saving time and reducing administrative burden.

Digital signatures provide a secure and verifiable way to confirm attestations. They ensure the authenticity of the signature and the integrity of the document, making it legally binding and reducing the risk of fraud.

Organisations can implement attestations by:

• Identifying Key Areas: Determine which policies, procedures, and regulations require formal attestation.
• Creating Templates: Use Safetrac’s customisable templates to create attestation forms.
• Distributing Attestations: Electronically distribute attestations to relevant individuals via the Safetrac platform.
• Tracking Completion: Monitor the completion status and send automated reminders for pending attestations.
• Generating Reports: Use the platform’s reporting features to generate documentation for audits and compliance reviews.

Examples include:

• “I have read and understand the company’s code of conduct and agree to comply with its terms.”
• “I confirm that I have completed the annual cybersecurity training and understand my responsibilities.”
• “I attest that our department is in full compliance with the data protection regulations as outlined.”