What’s the difference between documents and records anyway?

It is important to understand that there is a difference between health and safety procedure documents and health and safety procedure records. For many small businesses, documented health and safety procedures are not vital to be in compliance with the legislation. Read more about this here. But health and safety records are most certainly required as they provide evidence of the activities you have performed as part of your health and safety procedure. These records must be kept by your business, just as receipts are kept for the taxman.

Here’s a list of the typical workplace documentation and the associated records that must be kept.

 

Typical Workplace DocumentationAssociated Records
Hazard and Risk Management Procedure

Workplace Inspection Form

Risk Assessment Template

Completed Workplace Inspection Form

Completed Risk Assessments

Training and Competency Procedure

Induction Training Checklist

Completed Induction Training Checklist

Training Certificates

Consultation and Communication Procedure

Terms of Reference

Consultation Statement

Meeting Minutes Template

Meeting Agenda

Meeting Minutes

Incident Management Procedure

Incident Report Form

Completed Incident Report Form

Photos of the Incident Site

Incident Investigation

RTW Plans / Medical Certificates

 

You may be wondering what happens with all of these records you need to keep. Well, these records must be kept by your business as evidence that you have complied with the legislation and kept a safe working environment for your staff. Generally speaking, with the exception of incident and injury records (which your business should keep, practically forever), your health and safety records should be kept for a minimum of 7 years. Although we advise that you check the exact timeframes and requirements of record keeping with your regulator.