Digital control runs
for compliant warehouses

In many warehouses, daily inspections of traps, checkpoints or safety walks are still handled manually – using Excel sheets, smartphone photos, emails and subsequent documentation. This process is time-consuming and inefficient.

Example calculation per site and worker:

• Manual process: approx. 30 minutes per day
• With VISPEXIO: under 5 minutes per day
• Time saved: approx. 25 minutes per day
• Hourly labor cost (incl. employer contributions): €24.30

Savings:

• approx. €10.13 per day (per branch and per worker)
• approx. €2,200–€2,600 per year (based on 220–250 working days) per branch and per worker

Result: Even a single worker per site can generate annual savings that significantly exceed the cost of VISPEXIO.

Disclaimer: Actual savings may vary depending on walking distances, number of checkpoints, deviations (e.g. photo documentation), and operational workflows. The calculation reflects a realistic real-world scenario.

In warehouse logistics, significant liability and quality risks arise when no structured risk analysis and no continuous monitoring processes are in place. This is especially relevant for certified warehouses and sensitive goods such as food, pharmaceuticals or consumer products.

Practical example:
Food products are stored in a warehouse. Rodents infest the goods. The products are considered contaminated and may no longer be placed on the market. The goods owner suffers financial damage, and regulatory actions, contractual penalties or loss of certifications may follow.

Key questions in line with quality and certification standards (e.g. IFS Logistics, HACCP):

• Is a documented risk analysis available?
• Is an effective pest monitoring system in place?
• Are daily trap and checkpoint inspections performed?
• Are these inspections documented in a traceable and audit-ready manner?

No or insufficient monitoring?
→ High risk. In most cases, the warehouse operator is fully liable to the goods owner.

External pest control service in place?
Very good. However, these inspections are usually carried out at longer intervals (e.g. monthly). Daily responsibility always remains with the warehouse operator.

Conclusion:
Daily inspections are a core element of quality assurance, risk mitigation and certification compliance. VISPEXIO supports these processes digitally, in a structured, traceable and audit-ready way.

Auditors from certification bodies and customers (e.g. within IFS Logistics or HACCP audits) do not only check whether inspections are performed, but how they are organized, documented and verified.

Typical audit questions include:

• Is there a current and documented risk analysis for pest infestation?
• How is pest monitoring organized in the warehouse?
• Which traps and checkpoints exist, and where are they located?
• How often are inspections carried out (daily, weekly, monthly)?
• Who performs the inspections and are they trained?
• How are deviations identified, documented and followed up?
• Are there verifiable records for inspections on specific dates?
• How is it ensured that inspections are not missed?

Important for auditors:
Excel files, photos sent by email or verbal statements are usually considered weak evidence. Auditors expect traceable, timely and tamper-resistant documentation.

Audit conclusion:
Daily inspections, clear responsibilities and audit-ready documentation are key requirements. VISPEXIO supports exactly these aspects in a digital and compliant way.

Auditors expect clear answers regarding risk analysis, execution, documentation and traceability. VISPEXIO directly maps these requirements within the system.

Typical audit questions and the corresponding VISPEXIO features:

• “Where are traps and checkpoints located?”
  → Digital management of locations and checkpoints with clear assignment and QR codes.
• “Who performed which inspection and when?”
  → User-based recording of each run with timestamp and location reference.
• “Are inspections performed regularly and completely?”
  → Structured run workflows ensuring full documentation of all checkpoints.
• “How are deviations documented?”
  → Mandatory comment and photo fields in case of irregularities.
• “How are deviations tracked?”
  → Complete history of all inspections and findings per trap and site.
• “Is the documentation audit-ready and tamper-resistant?”
  → Digital, timely and traceable documentation without subsequent manipulation.
• “Can evidence be provided quickly?”
  → Central overview and export options for audits, customers and authorities.

Conclusion:
VISPEXIO translates abstract audit requirements into concrete daily processes – traceable, verifiable and certification-compliant.