Incidents reported in a chat group
An incident is reported in chat, then buried under the other messages of the same day. Months later the date and sequence have to be guessed.
Safety Documentation System
Stop rebuilding the safety report from scratch every period
Incidents live in a chat group, minutes live in a word processor file, inspection photos live on an officer phone. We move all of it into one place whose output is already shaped like the report.
What usually happens as the reporting deadline approaches
If you recognise three of these six, the problem is not how careful your people are.
Minutes scattered across folders
Every secretary saves files under a personal naming habit. Finding the minutes of one particular month becomes half a day of work.
Inspection photos stop on the officer phone
Visual evidence exists, but it is not attached to the finding. When the report is written, nobody can tell which photo belongs to which item.
The recap is rebuilt every period
The recap file is copied from the previous period and edited. Old mistakes are copied along and only surface during an inspection.
The secretary changes and the archive leaves too
Document history is attached to a person, not to the company. The next officer starts from zero.
The same report is rebuilt for every provincial office
There is a single format, set out in the Annex to Permenaker 13 of 2025, but it goes to the provincial manpower office of each site. A company with many sites assembles that report over and over from the same underlying data.
What changes once it is sorted out
Not more administrative work. Recording moves to a place whose output is already the report.
The report is reviewed, not assembled
Data goes in once when the event is recorded. The reporting period becomes a date range and a review.
Findings are recorded on site
Officers log findings and attach photos from a phone while the inspection is running, instead of retyping them back at the office.
History survives a change of people
Minutes, attendance, and follow-ups belong to the company. The next officer opens the same archive.
Follow-ups have an owner and a due date
An inspection finding does not end as a note. Every item has an owner and a visible status.
Output follows the official format
Exports are shaped to the Annex of Permenaker 13 of 2025 and can be split per work site, so each provincial office receives the report for its own site.
Ready for inspection without a scramble
When an inspection arrives, supporting documents are complete and dated, not collected the night before.
Scope of work
Delivered in stages. The most used part is built first so it can be in service before the whole system is finished.
Incident and near-miss records
Incident forms covering sequence, location, people involved, actions taken, and evidence attachments.
Safety committee meetings and membership
Meeting schedules, attendance, minutes, and decisions that can be traced per period.
Inspections and findings
Inspection checklists you can compose yourself, findings, photos, and follow-ups with named owners.
Recap and report export
Per-period recaps and export files shaped to the Annex of Permenaker 13 of 2025, split per work site where that is needed.
Trainee files and certificates
For safety training providers: participant registration, document completeness, certificate issuance and delivery.
Roles and access rights
Separate access for committee officers, field staff, and management, including companies with several sites.
The regulations we rely on
Every claim below can be checked against the official document. We do not quote third-party summaries.
Obligation to form a safety committee
Article 3 paragraph (2) of Minister of Manpower Regulation Number 13 of 2025 requires a safety committee at any workplace or company employing at least 100 workers, or carrying a high risk level. The parent basis is Article 10 of Law Number 1 of 1970 on Occupational Safety.
Periodic reporting, submitted electronically
Article 11 paragraph (1) requires the committee chair to submit activity reports once every six months, or at any time when required. Paragraph (2) states the report is submitted electronically through an information system managed by the Ministry of Manpower, and paragraph (3) allows manual submission while that system is not yet available.
The 19 November 2026 deadline
Article 15 states the reporting information system must be established within one year of promulgation. The regulation was promulgated on 19 November 2025, so the deadline falls on 19 November 2026. Companies whose records are still scattered will struggle to fill in whatever shape that system takes.
Website-based self inspection
Article 49 paragraph (1) of Minister of Manpower Regulation Number 11 of 2026 states that supervision system development may be carried out through website-based self inspection of labour norms by the company, with the result verified by a labour inspector. The regulation uses may, not must, and the trigger sits with the inspector.
Two things we deliberately do not use as an argument. First, PER.04/MEN/1987, still widely quoted as the basis for safety committees, was revoked and declared no longer in force by Article 16 of Permenaker 13 of 2025. Second, the National Safety Month is an activity guideline, not a digitisation obligation, so we do not use it as a reason to buy anything.
Cost and duration range
The exact figure follows a locked scope. What we can state now is the entry point and what moves your position inside the range.
Web-based internal system
From Rp 25 million
Delivery in 4 to 12 weeks
The entry point and duration above follow the Web App Custom package already published on our website development page. The upper bound depends on the final scope and is written into the proposal before work begins.
Check the Web App Custom package on our website development pageWhat decides your position inside the range
Number of work sites
One site is not the same as six, because each site has its own report and its own destination office, so the data has to stay separate from the moment it is recorded.
Number of roles and users
The more access distinctions there are, the more has to be tested before the system goes into use.
Condition of existing data
An archive already tidy in a spreadsheet is cheaper to move than a mix of paper and photos.
Connections to other systems
Pulling employee data from an existing HR system adds work compared with manual entry.
Field usage
Filling forms from a phone during an inspection needs different handling from filling them at a desk.
Required output formats
One export format is not the same as several formats that must be maintained side by side.
Case Study
Training management system for a safety training provider
A client outside CoreAsia, running in production
Registrations from the public site land straight in the back office under their own registration code, participant documents stay attached to that registration, and every status change is stored together with the person who made it. Training schedules, site content, and the access rights of each role are managed from the same place.
- Registrations from the public site reach the back office without retyping
- Participant documents stay attached to their registration
- Registration status changes are recorded with the person who made them
- Roles and access rights are configured by the provider itself
Two things you should know up front. What we name here is the sector, not the institution. And we have never built the safety committee reporting system itself for a client, so what is proven here is participant handling, document completeness, and the change trail.
See the full portfolioOther pages you may need
If your problem turns out not to be safety documentation, these three are closer.
Transaction and operations system
For messy orders and invoicing rather than compliance documentation.
Clinic and medical record system
For healthcare facilities whose system exists but is not connected yet.
Web application development
The general page for internal systems outside these three categories.
Questions that come up often
How often must safety committee activity reports be submitted?
Article 11 paragraph (1) of Permenaker 13 of 2025 states reporting is submitted once every six months, or at any time when required. If you have been reporting quarterly, that likely follows an older habit or a local office request. We build the system so it can serve both.
We have fewer than 100 employees, is a safety committee still required?
Article 3 paragraph (2) sets two alternative criteria: employing at least 100 workers, or carrying a high risk level. Paragraph (3) states the high risk determination follows business licensing regulations. Headcount is therefore not the only factor.
We already use spreadsheets, do we need a system?
If one person holds the file and it rarely changes, a spreadsheet is still enough and we will not tell you to replace something that works. Trouble usually starts when more than one person fills it in, when photo attachments are needed, and when the change history has to be traced.
Can old data be migrated?
Yes, as long as it is still readable. Spreadsheet archives move faster. For paper and photos, decide first what genuinely needs to come across, because moving everything is rarely worth the cost.
Does CoreAsia supply certified safety officers?
No. We build the system, we do not supply personnel or certification services. Article 5 paragraph (3) of Permenaker 13 of 2025 requires the committee secretary to be an appointed safety expert, and that sits outside our service.
Does the system submit to the labour office portal automatically?
No, and we do not promise it. Article 11 paragraph (2) of Permenaker 13 of 2025 states the report is submitted through an information system managed by the Ministry of Manpower, and Article 15 gives until 19 November 2026 for that system to be established. Until that channel is open to outside systems, what we prepare is output shaped to the Annex of the regulation and ready for you to send to the destination provincial office.
How long until it can be used?
The recording part usually goes live first, with recaps and exports following. The full delivery range follows the Web App Custom package on our website development page, that is 4 to 12 weeks depending on scope.
Show us the report you send today
Send one example from the last period. From there we can name the scope and the figure instead of guessing.