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Safety Office Records, Statistics & Documentation Setup

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Safety Office Records, Statistics & Documentation Setup

A review of the legal applicability of regulations is documented. This entails a review of the OSHA regulations, state or local ordinances, and other guidelines that the company subscribes to, and a listing of the regulations applicable to the company operations. Programs or procedures are written and maintained that outline the regulations and how the company complies with them.

Document the Structure and Responsibilities of the System with the assistance of Eurolink Safety

Any management system has documentation requirements. After all, if it isn’t documented, then there is no proof that it was done. System documentation provides, not only the proof that the system is in place, but the review and understanding of the documentation provides for the continual improvement of the system and the achievement of the management system goals. Responsibilities and Authority for managing the overall program for the company and for any individual area programs, procedures or work instructions are documented. A listing, organizational chart or some other documentation should also be kept that reflects who is responsible for the overall safety and health management system and who has specific responsibilities under the system. Who does the legal reviews? Who sets the goals? Who determines the measures used to determine if the goals are achieved? Who is responsible for determining plans and implementing processes to achieve the goals? All these roles must be documented, so that every person associated with the management system understands what they must do, and who they need to contact for specific items.

Meaningful and attainable goals should be set for the safety management system and should be documented. The established goals should be written down, and determinations made as to what processes and changes the company, management, staff and employees are going to make to attempt to achieve these set goals.

Scope

  • Information that needs to be documented and retained (fiscal as well as non-fiscal)
  • How to document unusual circumstances
  • Who will need access to the files
  • Coordination with other participants to obtain information for the file (co-investigators, subrecipients, etc.)
  • Project due dates (financial and programmatic reports, protocol renewals, deliverables, etc.)
  • Storage and security options that best fit your needs
  • Audit requirements: records are subject to audit so be audit ready; review Guidelines for being Audit Ready

The legislation uses several terms for record keeping, including log book, document, records and written reports. To demonstrate due diligence, it is important to keep records of workplace activities and of health and safety procedures.

Types of record should be maintained

  • Employee orientation records.
  • Workplace inspection reports and records of corrective actions taken.
  • Incident investigation reports and records of corrective actions taken.
  • Records of employee and supervisor training with the date, attendance and topics covered.
  • Joint health and safety committee (JHSC) minutes showing what steps have been taken to address health and safety issues.
  • Equipment log books and maintenance records.
  • First aid records, medical certificates and hearing tests.
  • Sampling and monitoring records for work around harmful substances (asbestos, mould) and physical agents (noise, vibration, radiation).
  • Records of visits by a health and safety officer.
  • Safety Data Sheets (SDS) of hazardous products used in a workplace
  • Records of meetings and crew talks where health and safety issues were discussed.
  • Subcontractor pre-qualification documents.
  • Supervisors’ notes and logs of safety activities.
  • Records showing the use of progressive discipline to enforce safety rules.
  • Forms and checklists, such as confined space entry permits, that show that you require workers to follow safe work procedures.
  • Emergency response plan, records of drills and any resulting improvements.
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