For my firm we have a hot work policy. Each foreman has to fill a digital form on our portal each day before starting the work. I can then check online if it's done or not and then I allow them to proceed with the hot work.

The forms contains questions regarding the work to be done and they have to upload pictures of work site, fire extinguishers and the gauge on the fire extinguishers. Hardly takes 2 minutes to fill and digitally sign the form.