H&S Records – What should we be keeping?

Health & Safety Documentation is a key part of H&S compliance. Most are aware of the ‘rule of 5’ for those with five or more employees, documented H&S policy and risk assessment is required for the organisation. The magic number 5 is also applied as a rule of thumb for H&S record keeping.

But why is it so important to keep good H&S records?

• The company can demonstrate compliance with legal duties under H&S law

• Key information can be easily found as needed, used in scheduled or adhoc review of company processes and arrangements or in the event of an investigation or desktop review.

• Enabling senior leadership teams to effectively monitor and review H&S arrangements and performance

• Allows for an easy to follow/implement action plan

• Demonstrates a positive safety culture throughout the business.

Most health and safety records need to be kept for five years,

Civil claims for injury at work can be made up to 3 years after an incident, so it is always good practice to keep the relevant H&S paperwork for tasks within the past 3-5years including risk assessments, safe systems of work, inspections and investigations.

Examples of records in your workplace:

Risk Assessments - they must be kept for as long as that particular process or activity continues.

Accidents and incident investigations - the initial reports, following reports and supporting evidence such as photos, statements and relevant documentation. Remember civil claims for injury at work can be made up to 3 years after an incident.

Plant, machinery and equipment records - certificates of thorough examination, service, maintenance and inspection.

Health & safety training – demonstrating the development and communications with employees.

Contractor H&S - competence assessments and H&S information provided to contractors

COSHH Records – assessments and data sheets for hazardous substances subject to the Control of Substances Hazardous to Health Regulations 2002 (COSHH). These records may need to be held for up to 40 years dependant on the record

DSEAR Records – assessments and records of hazardous substances subject to the Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR). 

RIDDOR Records – Records, reports and investigations made to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)

Fire safety checks – Fire plan and recorded checks of alarm systems, emergency lighting, extinguishers, fire doors and other fire prevention/fighting equipment.

Procedural records – such as health and safety manuals, operation and maintenance manuals, waste licences and records, as well as noise, vibration and air quality surveys.

Premise Management records – Asbestos Survey and management systems, Fire Risk Assessment, Fixed electrical certification and inspection, Utilities and services records and location plans, Health & Safety files and the Operation and Maintenance Manuals.

Statutory occupational health surveillance records - Health surveillance is a scheme of repeated health checks which are used to identify ill health caused by work.

Health records – Some records relating to health and environmental risks must be kept for much longer periods of time. Health records provide key information to senior leadership to ensure employees are kept safe and not placed in harms way from their work activities, e.g. exposure to high temperatures which could aggravate a pre-existing health condition. Whilst these health records are not medically confidential documents, they must be handled, stored and shared in line with GDPR and company privacy policies.

Monitoring and reporting are vital parts of a health and safety culture. Effective monitoring of sickness absence and workplace health can alert the board to underlying problems that could seriously damage performance or result in accidents and long-term illness. 

Good-quality monitoring will not just identify problems but will help you understand what caused them and what sort of changes are needed to address them.

If you need support with collating, reviewing and  organising your H&S records, Safety For are here to help.