When it comes to food safety records, every kitchen must keep accurate, reliable, and compliant documentation. But as technology evolves, many food businesses are faced with a decision: stick with traditional paper food safety diaries, or switch to a digital solution like Hubl?
At Complete Food Safety, we understand that there’s no one-size-fits-all answer. That’s why we support both options—offering printed diaries through our sister company Complete Safety Supplies and digital tools via Hubl.
In this post, we’ll look at the pros and cons of each to help you decide what’s right for your operation.
The case for paper diaries
Despite the growing push towards digital, many food businesses still prefer paper. And for good reason.
Pros of paper:
- Tangible and familiar: Easy to use, especially for teams less comfortable with technology.
- No tech required: No need for Wi-Fi, logins, or devices—just pick up a pen and go.
- Simple setup: Ready-made templates and pre-printed formats help guide teams without needing training or app onboarding.
Cons of paper:
- Manual completion required: Can be forgotten or filled in retroactively, risking non-compliance.
- Storage & retrieval: Paper records can be lost, damaged, or hard to locate in audits.
- Limited oversight: It’s harder for managers or owners to monitor daily compliance across multiple sites.
“We’ve been using the printed food safety diaries from CFS for several years, and they’ve become an essential part of our kitchen routines. They’re well-designed, simple for staff to fill in, and help us stay on top of our records without overcomplicating things. The team at CFS always delivers on time and with great service.”
Lyuda Kyshakivska, Mayfair Catering
The case for digital
Digital systems like Hubl are rapidly gaining traction in the food industry, and for many businesses, they offer the efficiency and visibility that paper lacks.
Pros of digital:
- Real-time recording: Tasks and checks can be logged instantly with time stamps and photos.
- Remote oversight: Managers can view records from multiple sites anytime, anywhere.
- Automated reminders: Hubl sends alerts for missed checks and upcoming tasks, reducing human error.
- Easy audit trails: Records are stored securely and can be accessed quickly during inspections.
Cons of digital:
- Requires devices & connectivity: You’ll need smartphones, tablets, or computers to access the app.
- Training & change management: Staff may need some simple initial training and adjustment time.
- Subscription costs: There’s an ongoing cost, though often balanced by time savings and improved compliance.
“We had our EHO visit a couple of weeks ago, he was very impressed. He said Hubl was the best one of these apps that he’s seen and was really happy with it. And from our point of view it was so much easier to have everything in one place to show him. It really instilled confidence that we knew what we were doing and how seriously we take compliance.”
Matt Spencer, Executive Chef, Matonie Hospitality Ltd/Bull and Bear
Which should you choose?
If your team is already comfortable with technology and you’re looking to improve efficiency, transparency, and oversight—digital is the way forward.
Apps like Hubl not only save time but help raise food safety standards through consistency and visibility.
If you’re a smaller business, prefer a more hands-on approach, or want a lower-tech solution, paper diaries still do the job—and do it well.
They’re especially useful where tech infrastructure is limited or for teams with less digital experience.
Complete Food Safety supports both
Whether you’re ready to go digital with Hubl or prefer to keep things traditional with our printed food safety diaries, Complete Food Safety has you covered.
We’ll never push one approach over the other—our goal is to help you stay compliant in the way that works best for your business.