Paperless data capture systems that use mobile apps, IoT sensors and cloudbased platforms to gather and analyse data in real-time are becoming more prevalent in the crane and hoist industry. Companies have at their disposal a growing range of hitech solutions that could potentially improve the performance of their assets. Monitoring equipment health can reduce downtime, streamline maintenance processes and ensure safety compliance without the laborious and time-consuming need to do the paperwork by hand. But do they deliver what they promise?
The rapid advance of technological capability always seems to offer a potential competitive advantage, a major reduction in cost, a boost to margins or gains in efficiency at various stages of the production and logistics process, but not all the claims that are made turn out to be worthy of investment. Nowhere is this more true than in the area of AI, which is a key component of next-gen monitoring and data capture systems. So how do business owners establish the merits of these technologies and arrive at a realistic view of what benefits they can bring?
To answer these questions, and more, we asked experts in the development of technology for the crane and hoist industry. Gary Ng is CEO and co-founder of AI-powered construction technology company viAct, which specialises in computer vision and IoT solutions to enhance safety, efficiency and compliance on construction sites.
Jarrod Glasgow is CEO of crewOS, which has created an all-in-one, cloud-based field service management software tool designed to replace paper-based systems with a digital, centralised platform for streamlined workflows.
Dan Beilfuss, general manager for Columbus McKinnon’s automation division, also shared some thoughts. Columbus McKinnon offers the Intelli-Connect diagnostics and analytics software for wireless monitoring, troubleshooting and maintenance, and the company also oversees digital power and motion control systems provider Magnetek.
Can you give an overview of the current data capture and reporting landscape in the overhead crane and hoist industry?
GN: Across the overhead crane and hoist industry, data capture has historically relied on manual inspection sheets, lift registers and supervisor sign-offs, often completed after operations have concluded. While this approach satisfies baseline compliance, it limits real-time visibility and rarely captures near-misses or unsafe behaviours during active lifts.
At viAct, we see a clear industry shift towards continuous, digital data capture, driven by increased regulatory scrutiny, tighter project timelines and higher-risk lifting environments. Modern sites are adopting AI-enabled monitoring, edge computing and integrated dashboards to capture operational data as it happens. In hoisting operations specifically, our hook-mounted vision AI system enables automatic capture of lift events, proximity risks and unsafe acts without relying on human reporting. This transition reflects a broader move away from static documentation toward live operational intelligence, particularly on complex sites such as high-rise construction in Hong Kong and Singapore.
JG: Today, a lot of data capture in the overhead crane industry is still done on paper or in Excel spreadsheets. Some companies have moved to digital tools, like safety apps, inspection apps and time tracking apps, but the data is usually siloed across multiple systems. Because of that, reporting is mostly backward-looking and typically limited to accounting data, like what was billed and when. There’s very little visibility into inspection results, equipment performance or missed repair opportunities. Overall, data is fragmented and stuck in outdated processes, which limits how useful it can really be.
How has the move from paper-based processes to digital systems evolved over the past few years?
GN: The shift has been evolutionary rather than disruptive. Early digitalisation efforts focused on digitalising existing paper workflows, such as checklist apps or PDF-based inspection reports. While helpful for record storage, these tools largely preserved manual processes.
More recently, the focus has moved toward automated data capture at the point of operation. Advances in edge computing and computer vision now allow lifting activities to be monitored continuously, reducing dependence on human reporting. Systems such as our viHOI hoistingfocused solutions have emerged from this shift, reflecting a broader industry recognition that dynamic lifting environments require live operational data, not post-event documentation.
JG: What we’ve mostly seen is that companies have created digital versions of old paper processes. Instead of a paper form, it’s now a PDF or a spreadsheet. The next shift companies are trying to make is moving all of that data into a single system. They want to use their data to gain insights, be proactive and make better decisions, instead of only looking backward at what already happened.
DB: Technological advancements are enabling more real-time data capture in the overhead crane industry. This allows for more accurate analysis of the productivity of overhead cranes and the processes in which they are involved. It also leads to proactive maintenance and upkeep of overhead cranes, as opposed to reactive maintenance after something fails. This prevents costly unplanned downtime within the manufacturing or process facility.
What role do paperless data-capture systems play in supporting safety, compliance and operational efficiency?
GN: Paperless data-capture systems play a key role in closing the gap between documented safety procedures and actual site conditions by enabling real-time visibility and faster intervention during lifting operations. Unlike paper logs, they support consistent enforcement of lifting protocols while reducing administrative effort for supervisors and safety teams.
From a compliance perspective, digital records provide clear, auditable traceability across shifts and contractors, which is critical on complex sites. This approach has proven effective in environments such as Hong Kong’s container ports, where our AI-based hoisting monitoring with viHOI has been used to log unauthorised entry into suspended-load danger zones. By capturing time-stamped events without manual reporting, sites were able to improve immediate risk control while building reliable compliance records. Similar paperless monitoring approaches, including viHOI, have since been applied on high-rise projects in Singapore and large-scale developments like NEOM, where operational complexity makes traditional paper-based reporting insufficient.
JG: I think it’s really just about the communication that it opens up. Like once you have all of your data in one place, whether it’s safety data, compliance data, inspections or operations information, once there’s a single source of truth for all that data, it just streamlines the whole business. So, it keeps everybody on the same page. It allows for easy accountability, and it gives everyone on the team a way to know how they’re supposed to do their job and enables them to focus on what they’re really good at instead of a bunch of manual processes that are involved in their day-to-day work.
The biggest impact is communication and alignment. When all safety, compliance, inspection and operational data lives in one system, everyone works from the same source of truth. That creates better accountability, fewer misunderstandings and less manual work. Teams know exactly how work should be done and can focus on doing their jobs well instead of spending the majority of their time on manual processes.
DB: Modern digital systems capture real-time data to ensure safe and productive operation of overhead cranes. For example, if a crane is overloaded, immediate feedback can alert the operator to safely lower the load and avoid unsafe operation. Additionally, automatic tracking and trending of runtime data will show when a crane is being fully utilised, maximising the production capacity of the facility, or highlight underutilisation, leading to process improvements.
In a similar manner, digital monitoring of realtime information may indicate when a component on a crane is nearing end of life and allow proactive maintenance to be performed prior to the crane unexpectedly being out of service. This can be optimised to a ‘just-in-time’ approach such that the crane isn’t commissioned unnecessarily or too soon, but not too late after a failure.
Can you talk us through how digital inspection, monitoring and reporting systems are being developed and adopted? What are the key benefits and limitations?
GN: Modern digital systems are increasingly designed around continuous monitoring rather than periodic inspection. Instead of relying solely on scheduled checks, they observe lifting activities as they happen and flag deviations in real-time.
The benefits are clear: improved situational awareness, earlier detection of unsafe conditions, and more consistent data across sites. However, adoption depends heavily on site readiness, including connectivity, training and integration with existing workflows. Our experience across projects in Singapore and the Middle East suggests that systems tailored specifically to hoisting operations – rather than generic safety tools – are more readily adopted, as they align closely with how lifting risks actually occur on site.
JG: Digital inspection systems first replaced paper with apps and PDFs. While helpful, this mostly just recreated old processes in a new format. Now, companies want connected systems where inspections link to jobs, assets, schedules and costs. The biggest benefits include real-time visibility and all-in-one systems that hold all of the companies’ essential data. Leaders have constant access to everything going on, at any time, and have accurate, updated information to make informed decisions.
I’d say the main limitation is one-off tools – systems that are specific for one aspect of the work, like inspections, payroll or asset tracking. They store data but don’t connect it to operations, forcing teams back into manual work to connect all the pieces. The future is connected platforms where data drives decisions, prevents downtime and protects margins.
DB: The evolution of digital tools in the overhead crane industry allows real-time access to the crane from the factory floor, offices or remote locations. Information that was once only accessible by boarding the crane can now be viewed and analysed from office computers and mobile devices such as tablets and phones. The pathway of capturing and recording data is evolving at a rapid pace. Using pen and paper has transitioned to mobile devices and electronic storage. Another cutting-edge approach leans on automatic data collection systems that archive data to a local server or the cloud.
How do paperless systems compare with traditional paper-based methods? Are there any situations where manual processes still offer advantages?
GN: Traditional paper-based methods remain useful in low-complexity environments, particularly where lifting operations are infrequent and risks are well-controlled. Their simplicity and low cost can still make sense in certain contexts.
That said, paper systems struggle to keep pace with dynamic lifting scenarios, where conditions change minute-by-minute. Paperless systems offer clear advantages in these settings by capturing operational data continuously and objectively. On projects with high lift frequency or multiple overlapping work fronts, such as high-rise developments in Hong Kong, digital systems have proven more effective at preventing incidents rather than simply recording them after the fact.
JG: The main case where paper is still necessary is in facilities where mobile devices aren’t allowed for security or safety reasons. After doing work in a facility where a mobile device isn’t allowed, teams spend additional time to go back and document information, which isn’t ideal. Outside of those situations, paper doesn’t offer any real advantage. It slows things down, creates delays and forces teams to do extra work after the job is already finished.
How has the introduction of technologies such as mobile platforms, sensors, automation, or AI-based monitoring changed data requirements and workflows?
GN: These technologies have fundamentally changed expectations around data. Instead of periodic snapshots, organisations now seek continuous, time-stamped and contextual information that reflects how work is actually performed.
AI-based monitoring, in particular, has reduced reliance on manual observation. In hoisting operations, this means safety data is generated automatically during lifts, with minimal disruption to crews. At viAct, this shift has allowed safety teams to move away from form-based workflows towards trend analysis and proactive risk management, an approach that has been especially valuable on large, fast-moving projects such as NEOM.
JG: Mobile devices have completely changed what’s possible. The advance in technology is really critical. Most modern field workflows wouldn’t work without smartphones and tablets. They allow companies to automate and streamline processes that used to be extremely manual. When it comes to leveraging AI in this space, the biggest factor is context. AI only works well if it has access to structured, meaningful data about how your business actually operates.
If companies don’t have an AI-backed system they can feed clean, connected data into, they won’t be able to fully leverage what AI can offer. Over the next few years, that will become a major risk for companies that don’t modernise with the AI revolution continuing to catch fire.
DB: Mobile platforms, sensors and automation technologies enable enhanced monitoring and data acquisition on overhead cranes. The data collected from these systems supports informed decision-making to improve both safety and productivity of overhead cranes. By comparing real-time data with historical trends, changes in performance can be identified over time. Incorporating AI adds an additional layer of analysis, allowing these insights to be generated quickly and with greater precision.
Is there growing demand for updated standards, guidance or regulation to reflect the use of digital and paperless systems?
GN: There is increasing recognition that many existing standards were written with paper documentation and manual inspections in mind. As digital systems become more common, questions are emerging around how automated data, video evidence and AI-generated alerts should be formally recognised within compliance frameworks.
In practice, digital records often provide stronger and more objective evidence than manual logs. The challenge now is aligning standards and guidance with these capabilities, ensuring consistency across jurisdictions. As adoption grows in regions such as Southeast Asia and the Middle East, this conversation is becoming more urgent.
JG: Yes, there’s growing demand. As more companies move away from paper, standards and regulators are recognising digital records as the norm more and more. Most teams are already working digitally, but guidance often lags behind. The pressure now is to update standards so digital inspections, photos, signatures, timestamps and more are fully accepted and expected. The shift really is about modernising how companies document their efforts with data readily available.
DB: As technology continues to advance, new challenges and considerations emerge. Key questions include how cybersecurity risks are managed for on‑premises servers and cloud‑based data, how AI can be leveraged to analyse both real‑time and historical information, and how data collection systems can be standardised rather than custom‑engineered for each application. Addressing and implementing solutions to these challenges will drive further innovation, benefiting the entire overhead crane and hoist industry.
What are your expectations for the future of data capture and digitalisation in overhead crane and hoist operations?
GN: The future of data capture in overhead crane and hoist operations lies in predictive, integrated systems that move beyond recording events to actively supporting decision-making. Data collection will increasingly be embedded into equipment and workflows, reducing dependence on manual reporting and making safety intelligence less visible but more effective.
In hoisting operations, this evolution means analysing patterns of behaviour and operational conditions, rather than isolated incidents. Generative AI will play an important role by synthesising large volumes of visual, operational and historical data into actionable insights, for example highlighting recurring risk scenarios or supporting forward-looking safety planning. At viAct, this direction is shaping how platforms such as viHOI evolve, with GenAI being explored to translate complex hoisting data into clearer insights for safety and operations teams.
As projects grow in scale and complexity, digitalisation – supported by AI and GenAI – will increasingly be seen not as an optional technology upgrade, but as a baseline requirement for safe, compliant and scalable lifting operations.
JG: There’s a huge opportunity to capture data in a structured way and use AI to take operations to the next level. Being able to understand equipment condition and performance in realtime is a game changer. It will prevent downtime and give customers the visibility they expect.
The companies that fully commit to this approach will lead the industry over the next decade. Access to real-time equipment and service data is going to become more and more important. It’s going to become an expectation for anyone who owns a crane to be able to access this data quickly and easily.
DB: I anticipate continued rapid advancement in data acquisition technologies and remote monitoring systems. Capabilities that have traditionally required custom-engineered solutions are increasingly becoming standard features for many industries and overhead crane applications.
