A DoL inspector can enter your construction site at any time - without any previous notice - to ensure your site complies with the Occupational Health and Safety Act.
Here are 12 documents to include in your health and safety file, for when he comes knocking on your door...
1. Health and safety specifications
Even though these specifications can often be located in the bill of quantities or tender documents, it is wise to keep a copy in your health and safety file.
2. Health and safety plan
This plan has to be site-specific and must be signed by you, your client and the principal contractor.
3. A current letter of good standing
This is a letter from the compensation commissioner stating that you are in good standing with them.
4. Notification of construction work (with proof of delivery)
Keep proof that you delivered notification of construction work to the Department of Work.
5. Risk Assessments
This mustn't be generic but rather task-specific – addressing any risks that you have identified on the site.
It is important for you to keep all written appointments on file.
7. Inspection registers
All daily, weekly, monthly etc. inspection registers for the plant, equipment, facilities and conditions must be kept in your health and safety file.
8. Internal training records
Keep a record of all internal training that takes place – like risk-assessment training and work procedure training etc.
9. External training records
Keep a copy of training certificates for first aides, risk assesses, safety officers, fire team members etc.
. Contractor documents and audits
Keep all contractor documentation on site alongside proof that you are auditing contractors at least once per month.
11. Emergency plan
You must display a drawing and an 'emergency action plan'. Also include relevant emergency numbers such as local emergency services and key personnel.
12. Copy of the Occupational Health and Safety Act and regulations.
If you have more than five employees, this is a must.
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