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13 steps that'll help you keep flawless health and safety records

by , 11 June 2014
So you think you're well versed in the OHS Act. You believe you've done everything you have to do, including a risk assessment and regular OHS training.

You feel confident in the health and safety measures you've taken.

But are you prepared for the day a DoL inspector pays you a visit?

You might have everything you need in place, but if your health and safety records are in a state, you'll battle to prove it.

The good news is we have 13 steps that'll help you keep flawless records. Keep reading to find out what they are...

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Costly health and safety blunders that 2 out of 3 companies make every year.
 
Are you a culprit too?
 
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To ensure your health and safety records are flawless, follow these 13 steps 

The Health and Safety Advisor says attention to detail is key in your recordkeeping. To keep good records, use these 13 steps. You must:
 
Step 1: Design forms that are user-friendly. If they're easy to fill in, the person completing the records is more likely to fill in all the right information.
Step 2: Ensure any photocopies of your records are clear and legible.
Step 3: Train your staff to complete the forms quickly, easily and accurately.
Step 4: Perform quality checks to ensure your staff complete the forms properly.
Step 5: Write 'not applicable' in a field you don't need instead of leaving it blank.
Step 6: Ensure the proper signatures appear on the right forms.
Step 7: Complete records as soon as possible.
Step 8: Ensures all your records are legible.
Step 9: Have a list of example signatures from management to ensure only the authorised person signs off records.
Step 10: Use a version number and revision date on your records to help you identify them.
Step 11: Store your health and safety records in a safety and secure place.
Step 12: Ensure all your records are stored in a way so you can easily find the right one.
Step 13: Ensure your medical surveillance records have a unique identifier.
 
So how will these steps help you?
 
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*Knock knock* The Labour Inspector arrives unannounced… are you ready?
 
If you operate any machinery in your workplace, GMR Schedule D or C must be in clear view for employees to see. This will be the first thing the inspector will look out for when he's paying an unscheduled visit to your workplace.  If you are missing these summaries, he will slap you with a fine. Don't get caught without them. 
 
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Here's how these steps for keeping health and safety records will help you

If you follow these steps, they'll enable you to be more consistent and manage your records properly.
This means, if a DoL inspector comes along and wants to check your health and safety records, you can be confident everything is as it should be according to OHS regulations. 
 

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