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When it comes to COID, keep these eight records

by , 02 July 2014
Just like with any OHS regulations, you may have to prove your compliance to a DoL inspector. This goes for Compensation for Occupational Injury and Disease Act (COID) as well.

The best way to do this is by keeping the right records. Nothing proves your legal compliance quite like a legitimate paper trail.

So if the DOL questions your compliance with the COID, you need the right records to prove it.

Here are the eight records you should keep to do just that...

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Keep these documents for your COID registration and payments

COID can be complicated. You have to register for it. Then you have to submit your statement of earnings each year . You must then pay your compensation fund assessment tariff. And if any accidents happen, you have to register a claim for the compensation commissioner.
It's quite a process. You must keep records of it to prove you've done it the right way.
To do this you should keep:
- All the statements of earnings you submit to the commissioner;
- The notifications of assessment and tariff the commissioner sends back; and
- Proof of all the payments you make to the commissioner.
Legally you must keep these records for five years. We suggest you keep them for seven though, just in case.
But there are another five documents we recommend you also keep...

Five more records you should keep to prove your compliance with COID

The Health and Safety Advisor recommends you keep:
1. Copies of good standing;
2. Claims you've made for your employees' workplace injuries;
3. Payment the compensation fund has made to your employees;
4. A database of reported injuries; and
5. A trend analysis of all your workplace injures including ones your first aiders treated.
If you keep these documents on hand, you'll be able to prove you've complied at any time. 
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Do you have more than 20 employees?
Don't ignore this health and safety obligation or else!
The DoL will slap you with a R50 000 fine or 1 year in jail if you don't have a health and safety representative. 

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