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Compiling a health and safety legal register with your service provider? Follow these five steps

by , 20 January 2014
There are five steps you need to follow when you compile your company's health and safety legal register with your Occupational Safety, Health and Environment service provider. Here's what they are...

Not so long ago, we told you about what you need to consider when choosing a service provider to compile your company's health and safety legal register.

Today we'll give you a step-by-step guide on what you need to do when compiling your company's health and safety legal register with your service provider.

Follow these five steps when compiling a health and safety legal register with your service provider

Step #1

Your service provider does a basic walk-through your company (a site visit) and gathers information and identifies all the legal requirements which apply to your organisation.

Step #2

He identifies all the legislation that applies to your company and gets all the necessary details to include in your register.

Step #3

He'll filter the non-applicable legislative requirements (basing this on his knowledge of the law in relation to your business), using the 'Legal Register User.'

Step #4

He then drafts a customised register for you.

Step #5

He delivers the register to you, and helps you install the necessary computer software to use it.

What about problems with the software later on?

Your service provider must include problem solving issues in your contract.

They must provide you with a contact person for queries and problems. As well as give you a web address where you can contact them if you have problems.

Important: You must conduct your legal register update annually to remain up to-date with any changes in the laws relevant to you.

Here's a checklist of what to include in your health and safety legal register updates:

  • All new, amended, additional applicable SHE legislation
  • Updated, full versions and actual text of identified legislation
  • The type of legislation you're updating (i.e. Health and Safety; Labour; General; Environmental; Health and Provincial)
  • Link to the applicable reference area in your legal register
  • Link to applicable penalties already listed
  • Link to applicable ISO 14000 reference, OHSAS 18000 reference

Remember: You and your service provider must work together in each of these steps. That's the only way to ensure you have a legally compliant health and safety register with all the relevant laws.

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