A Lesson in Efficiency: University of Edinburgh's Asset Management Revolution with Papertrail

University of Edinburgh, a prestigious educational institution with a rich history of academic excellence, has been committed to ensuring efficient operations and asset management across its multiple sites.

University of Edinburgh encountered challenges due to the use of various existing systems like Teams, SharePoint, and Excel. This resulted in operational inefficiencies and scattered information storage. Furthermore, there was a need for enhanced facility management tools and comprehensive training resources.

The Papertrail Solution

For the past seven years, 300 users at University of Edinburgh have been using Papertrail.io across multiple sites. Papertrail is used across multiple facilities including Firbush Outdoor Centre, Pleasance Sports Centre & Gym, St Leonard's Land 25m Swimming Pool, FASIC Sport & Exercise Medicine Clinic and satellite sites such as Meggetland Boat House.

Additionally, there are four main sites in Edinburgh and one outside of the city. Another site at St. Leonard Land is in the process of setting up Papertrail document and equipment asset management modules.

“We thoroughly enjoy using Papertrail.io as part of our daily routine. We utilised a variety of systems such as Teams, Sharepoints, drives, and excel sheets, Papertrail has effectively streamlined our operations and centralised our information storage. Moving forward, we hope to continue to work with Papertrail to leverage its extensive functionalities to further enhance our processes."

- Steven McGarva, Facility Manager, University of Edinburgh

University of Edinburgh found a resolution to their challenges with the help of Papertrail. The platform's checklist editor was greatly appreciated for its ability to standardise equipment checks, while the mobile app was particularly useful for the grounds teams on the move.

The Papertrail app has provided outdoor staff with the opportunity to conduct checks while moving around site. They can now check goals, machinery and pitch surfaces via mobile phones. The checklist editor offers guidance to ensure a consistent approach across all checks.

"Using Papertrail has been incredibly helpful for our team. Our unique barcoding system, integrated with the app, allows us to easily identify and track our equipment. When uploading items onto Papertrail, I input our barcodes, and the app links each code to the corresponding piece of equipment. This feature has been extremely convenient."

- Jenni Rennie, Senior Technician for ISPEHS, University of Edinburgh

Checklist Editor

The Checklist Editor feature  in Papertrail is an invaluable tool for the University of Edinburgh, helping to standardise and improve the accuracy of their equipment checks. By using the Checklist Editor, the university can fully verify safety equipment, reducing the risk of accidents.

Through the Checklist Editor feature in Papertrail, the University of Edinburgh has been able to ensure consistency, accuracy, and safety in their equipment checks, benefiting their operations and overall safety standards.

"The checklist editor in Papertrail is immensely valuable in standardising and improving the accuracy of our equipment checks. For instance, when checking our treadmills with safety arches, ropes, and harnesses, having a standardised checklist ensures that nothing is overlooked, reducing the risk of accidents. With my team of four individuals conducting these checks, Papertrail plays a crucial role in ensuring consistency and safety across our operations."

- Jenni Rennie, Senior Technician for ISPEHS, University of Edinburgh

Customer Support

Additionally, the positive experience with the Papertrail customer support which assisted in organisation and tailoring the software to suit the universities specific needs when required.

Papertrail.io has not only addressed University of Edinburgh's challenges but also provided them with a platform for future enhancement and continuous support. The university's successful experience with Papertrail.io serves as a testament to its effectiveness in enhancing operations and centralising information storage for educational institutions.

By effectively overcoming the challenges encountered and providing solutions that meet the university's needs, Papertrail.io has proven to be an invaluable asset to the University.

The University of Edinburgh

The University of Edinburgh, with its rich history and global impact, continues to stand as a leading institution in the academic world. With a commitment to research excellence and a diverse international community, the university is dedicated to fostering global partnerships, supporting local engagement, and promoting social responsibility and sustainability.

The university is renowned for its influential research capabilities, outstanding student learning experience, and its integral role within the vibrant city of Edinburgh.