4.5.3 Records and Records Management
Purpose
[enter-your-company-name-here] has established, implemented and maintains procedures for the identification, maintenance and disposition of OH&S records, audits and reviews.
Records are maintained, as appropriate, to demonstrate conformance with the requirements of the International Standard ISO4801.
Procedure
- Records shall be kept to provide objective evidence of the management of the OH&S system in all areas of our operations.
- All OH&S records shall be legible, identifiable and traceable to the activity, product or service involved.
- A filing system that allows for easy storage and retrieval has been established for all records, and is controlled within our office. Our filing systems, unless otherwise specified, are identified, have sections labelled, with individual files neatly kept in alphabetical order.
- All records, whether hard copy or electronic, are kept in a clean, dry and secure location by the custodian to prevent deterioration or loss.
- All files are stored until the retention period is complete or which time they are removed for safe disposal.
- Retention periods are as set out in legislation with most items for seven years retention period however some items are permanently retained for prudence sake. Such items include:
- Serious accident and incident reports
- Files relating to serious injury or death
- Legal claims