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Compare/Spreadsheets and shared drives

Out of the spreadsheet.

Registers, folders and inboxes work until the day someone asks for proof. Here is the honest case for moving.

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Shared drive / Albion Court / Fire safety / Doors

  • fire-doors-albion.xlsx12 Mar 2026Tom Ellis
  • fire-doors-albion v2.xlsx30 Jun 2026Priya Shah
  • fire-doors-albion FINAL.xlsx2 Sep 2026Tom Ellis
  • fire-doors-albion FINAL (Priya edits).xlsx14 Oct 2026Priya Shah
ABCDE
1Door no.LocationLast checkNext duePass/Fail
2FD-G-01Ground, entrance lobby04/09/2026Pass
3FD-01-03Level 1, flat 304/09/2026Pass
4FD-03-07Level 3, riser17/06/2026Fail
5FD-03-08Level 3, flat 817/06/26Pass?
6FD-05-02Level 5, stair B

What breaks.

  1. Version chaos.

    Four copies of one register. Nobody is sure which is current, so everyone keeps their own.

  2. Next due no reminder set

    No clocks.

    A date in a cell never reminds anyone. The next check is due when someone remembers to look.

  3. No golden thread.

    The email that closed the defect is in one inbox, the certificate in another folder, the photo on a phone.

  4. FD-03-07Fail → Passwho? when? why?

    No audit trail.

    Who changed FD-03-07 from fail to pass, and why? The file only knows it was saved.

Side by side.

Spreadsheets, drives and emailSAMRISK
VersionsA new file each time, named by hand.One record, every version kept, the current one is the one you see.
DeadlinesA date in a cell, and a reminder if someone sets one.Every inspection, notice and occurrence on a clock, on the calendar and in an iCal feed.
EvidenceCertificates in folders, photos on phones, decisions in email.Attached to the asset, the audit or the task it proves.
HistoryLast saved by, at best.An activity feed today; a full audit log of every change is proposed.
Who sees whatWhoever has the link, or the whole drive.Each company is kept apart; roles set who can change what. Access building by building is proposed.
LandA PDF of the title plan, a separate tree survey.Boundaries, protected trees, buried services and nature on real imagery.
ReportingRebuilt by hand before every board meeting.Live dashboards, branded audit reports and the safety case report.

What moving looks like · proposed

Bring the file. Map the columns.

Drop in the register you have. SAMRISK reads the columns, suggests a field for each and shows what it will create before anything is saved.

  1. Drop the fileXLSX or CSV
  2. Check the mappingchange any column, or skip it
  3. Fix the fewrows it could not read
  4. Createassets, inspections and dates on the calendar
Import into Albion Court · Assetsfire-doors-albion FINAL (Priya edits).xlsx
Column in your fileExampleSAMRISK field
Door no.FD-03-07Asset reference
LocationLevel 3, riserFloor and space
Last check17/06/2026Last inspection
Next due(blank)Next inspection, worked out: every 3 months
Pass/FailFailResult
ContractorHalden FireContractor: Halden Fire Ltd
Notescloser slowNotes
Col HSkip

212 rows found

209 ready

3 to fix: a date that is not a date

Create 209 assets

What the spreadsheet costs.

It looks free. An illustrative estate of 20 buildings, with your own figures in place of ours.

Chasing certificates and dates by email2 h a building a month × 2040 h
Rebuilding the tracker before the board6 h a quarter2 h
Finding the right version before an inspection4 h a month4 h
A month, at £30 an hour46 hours£1,380
SAMRISK Business, 20 buildingsaudits, tasks, documents and the calendar included£189

Illustrative. The time is yours to count; the price is the published Business plan.

Bring the spreadsheet. We will map it.

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