WHS record keeping

BY ARA Retail Institute
19 March 2019

Keeping records helps maintain an effective workplace health and safety management system. Records can help hazards and control risks before there is an incident which could cause injury or illness.

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Keeping records of the activities within the workplace makes managing health and safety easier.

All records relating to health and safety in the workplace must be retained by the organisation. Many organisations choose to store these electronically. Health and safety records can include:

  • Health and safety policies and procedures
  • Standard operating procedures
  • Organisational code of conduct
  • Training and induction records
  • Register of Injuries
  • Workplace health and safety committee meeting minutes
  • Equipment records including inspections, maintenance and repair
  • Hazard identification and risk assessments
  • Workers compensation and rehabilitation
  • Safety inspection and audit reports
  • Hazardous substances material safety data sheets
  • First aid and medical records
  • Register of hazardous substances
  • Safe work method statements
  • Copies of completed incident reports

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Collating information for analysis

Collating information on the effectiveness of an organisations health and safety system will require the review of all records relating to the key performance indicators such as:

  • Training and induction records
  • Register of injuries
  • Work health and safety committee meeting minutes
  • Equipment records including inspections, maintenance and repair
  • Hazard identification and risk assessments
  • Workers compensation and rehabilitation
  • Safety inspection and audit reports
  • First aid and medical records
  • Copies of completed incident reports
  • Health and safety legislation

It is also important to conduct observations and liaise with the team to ensure all incidents, illness and injury, and near misses are recorded.

Which of the above records can you find within your organisation?

Analysing information and making improvements to WHS

The results will be analysed to identify any trends that exist. These trends will help to identify the root cause of the safety issue. The analysis may identify areas for improvement such as:

  • Review of objectives and key performance indicators
  • Adjustments to training requirements
  • Enhancement of communication strategies
  • Obtaining additional resources
  • Review of roles and responsibilities
  • Amendments to health and safety policies and procedures

Improvement strategies should be implemented and then the evaluation process should be conducted again. Comparing past performance will help to assess the effectiveness of preventative strategies, and determine whether there needs to do a more detailed investigation.

About ARA Retail Institute

ARA Retail Institute is Australia’s leading retail training provider for both accredited and non-accredited learning programs. For more information, please visit: www.retailinstitute.org.au

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ABOUT THE AUTHOR

ARA Retail Institute

ARA Retail Institute is Australia’s leading retail training provider for both accredited and non-accredited learning programs. The ARA Retail Institute is a Government Registered Training Organisation (RTO) making it fully qualified to offer retail education programs to ARA members and broader retail industry.

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