Smart Record is a record management software platform that replaces paper-based record keeping with digital forms, enabling organizations to create, manage, and trace records across customizable workflows with multilingual support (English, French, Spanish).
What is Smart Record?
Smart Record is a digital record management system that replaces traditional paper-based methods with online templates. It takes paper forms or manual data as input and produces structured digital records, reports, and exports (Excel, CSV, PDF). The platform runs on web browsers and offers Android/iOS mobile apps for offline use. It is developed by Smart Food Safe, a provider of food safety and quality management software.
Key Features
- Online Form Builder – Create dynamic templates using 36+ field types, import content from Excel, or start from a pre-built template library.
- Conditional Formatting – Configure template fields with conditional requirements and validation rules to enforce data quality during record entry.
- Smart Integration – Connect Bluetooth or IoT enabled devices directly into records for automated data collection and improved accuracy.
- Advanced Search – Find records by keywords, tags, record status, dates, or custom filters across the entire repository.
- Traceability – Track and trace transactional data (material flow, record routes) to quickly identify safety or quality issues.
- Offline Record Keeping – Generate records on Android and iOS apps without internet, then auto-sync when connectivity returns.
- Dashboard and Reporting – Built-in dashboards and custom reporting filters help monitor compliance and trends.
- Data Backup and Export – Export records in Excel, CSV, and PDF formats for local backup or sharing via email.
Who is it for?
- Quality assurance managers in food manufacturing – create and manage HACCP, GMP, and SOP records for SQF audits.
- Production employees – fill digital checklists on mobile devices, even offline, replacing paper logsheets.
- Auditors and compliance officers – review audit logs, trace material flows, and run reports to stay audit-ready.
- Owners of small to mid-size food companies – scale food safety programs without overwhelming paperwork.
What can you do with it?
- Replace paper checklists – Convert any inspection or monitoring form into a reusable digital template with drag-and-drop fields and conditional logic.
- Automate record scheduling – Configure the system to create records at set intervals (daily, weekly) and notify assigned users automatically.
- Integrate sensor data – Pair Bluetooth thermometers or IoT probes so temperature readings are directly recorded into the appropriate fields.
- Export audit-ready reports – Filter records by date, status, or tag, then generate PDF or Excel reports for third-party auditors.
How does it work?
Smart Record follows a 10-step workflow: (1) Create a template using the drag-and-drop form builder; (2) Add a multi-stage approval workflow (e.g., create → review → approve → publish); (3) Configure scheduling for automatic record generation; (4) Create records using the template, optionally with Bluetooth/IoT data; (5) Trigger approval workflows and notify approvers; (6) Approvers review and approve records; (7) System logs every user action in an audit trail; (8) Trace material flow by linking related records; (9) Export records in PDF, Excel, or CSV; (10) Generate reports from filtered record data.
Pricing
Smart Record is available under a freemium model. Specific tier names or pricing details are not listed on the site; contact sales for full pricing information.
FAQ
Is Smart Record free to use?
Smart Record operates on a freemium model, meaning a basic version is available at no cost, while advanced features (e.g., custom workflows, integrations) require a paid subscription.
