Records management & document control

Documentation

Clearly written and straightforward procedures can be used as the basis of the OHS Management System.  Managers, supervisors, employees and volunteers all need information and instruction on what is required and what is in place.  This same information can be streamlined to form the basis of an employee induction handbook to make sure people are information about how to work safely before they commence the job.

All documentation should be clearly identified as to the version number, date created and where relevant date reviewed.  A document control history should be retained.

Part of the documentation involved in the OHS Management system is a number of records which are created to record activities or incidents and these should be retained according to the following timeframes in either hard or soft copy.

Record Keeping Timeframes

The following OHS records to be kept for 5 years unless otherwise specified:

• Training and formal qualification licences / certificates.  (For the term of the employment of the staff member + 5 years)
• Workers compensation files. (For the term of the employment of the staff member + 5 years)
• Incident report forms
• Accident investigation reports
• Meeting minutes
• Internal and external audit reports
• First aid records
• Contractor agreements
• Safe working procedures
• Workplace inspections reports
• Plant and equipment maintenance records in accordance with manufacturer’s specifications (for the life of the plant and equipment + 5 years).
• Electrical maintenance records (tag and test) of electrical articles and electrical installations.