Action#1: Create forms which are user-friendly and easy to fill out
They should be easily understandable, requiring minimal training to get your staff to fill them out correctly.
TIP: Even though they are easy to fill out, and you did provide some training to your staff on how to do so, still do quality checks to ensure that they're doing so correctly.
Also, encourage them to fill out the forms as soon as possible, in a legible manner, to ensure that information isn't lost.
Action#2: Ensure that the forms are filled out completely
In other words, there mustn't be any blank spaces. Instead, there should be 'not applicable' in any areas which are blank.
Having incomplete forms can make it very difficult for you to defend yourself.
Action#3: It's vital that you ensure signatures are made wherever required
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This is very important, especially for when inspections are conducted.
Action#4: Create a list of specimen signatures, which are official 'copies' of signatures.
This can ensure that a signature, from an authorised person, is genuine and that they did in fact sign the document.
Make records easily identifiable by using unique 'identifiers'
This can be in the form of a version number and a revision date.
*Go to chapter R
06 in your Health and Safety Advisor
handbook to learn more on effectively keeping health and safety records.
Otherwise you can click here,
if you don't already have it.