Maintaining OHS records of the team

The Workplace Health and Safety Regulations require an employer to put in place appropriate systems to actively manage health and safety in the workplace. An essential part of this system is the requirement to keep records of the processes and steps taken and of control methods used. Records are the means by which an organisation can demonstrate compliance with its OHSMS (Occupational Health and Safety Management System). They are also necessary to demonstrate compliance with your legal obligations. They can be used to assist you in the implementation and operation of your OHSMS and provide useful information that can assist you when you are reviewing your safety performance. Records are proof or evidence that certain actions have been undertaken. Often these records are required to be presented to verify that certain conditions and actions have been met.

OHSMS records
• Accident/incidents/near misses;
• Audits and reviews;
• First aid assessment;
• First aid treatment;
• Permits to work, licences;
• Preventative and corrective action;
• Reporting of incidents and system failures;
• Responsibilities eg. job descriptions;
• OHS committee minutes/toolbox meetings minutes;
• Training;
• Worker’s compensation claims;
• Rehabilitation records.

Operational records
• Engineering certification;
• Environmental monitoring;
• Inspection, calibration and equipment maintenance;
• Operator licences /certification;
• Plant/machinery maintenance;
• Structural steel reports;
• Supplier and contractor information.

Registers and records The various registers and records which you should keep will depend on the type of work being conducted. The following registers and records should be considered. This list is not exhaustive but is a good starting point for records which may be needed.
Some of these are mandated under legislation:
Risk assessments including general risk assessments, as well as plant risk assessments, manual handling risk assessments and hazardous substances risk assessments
Hazards which have been reported
OHS Consultation meetings
Training conducted internally and externally, including attendance registers