WHS record keeping - general (Local areas responsible for keeping these records)
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1 WHS record keeping - general (Local areas responsible for keeping these records) Records Examples Retention period Records relating to risk assessment and management of hazards (except particular requirements listed below for specific issues) Hazard identification and risk assessments Records of control measures Safety data sheets Regular hazard surveys Workplace inspections Event Safety checklists Working from home checklists WHS Committees and Consultation Faculty/College/Portfolio Health and Safety Committee agendas, minutes, reports Records of WHS consultation/communication with workers and other PCBUs 1 /shared duty holders 10 years Contractor Safety Management Contractor local area WHS Induction Records including information about hazards/risks Electrical equipment and electrical installations Electrical testing records for individual items (including testing of RCDs) 7 years after last test or after permanent removal/disposal Emergency management Records relating to appointment of first aid officers, wardens 7 years Field trip health and safety Field trip health and safety checklist and subsequent risk assessment Field trip health and safety acknowledgement First aid Record of minor first aid treatment given 10 years Hazardous chemicals carcinogens; controlled substances (poisons) under Reg 25 2 ; substances classified as Extreme Risk in ChemWatch) Hazardous chemicals (including dangerous substances) register Register of Schedule 8 permits Hazardous chemicals training records Hazardous chemicals risk assessments Hazardous chemicals safe work method statements/safe work procedures (SWMSs/SWPs) Waste transport certificate (WTC) (or equivalent) Safety Data Sheets (SDSs) Kept in ChemWatch 1 Persons Conducting a Business or Undertaking 2 SA Controlled Substances [Poisons] Regulations 2011 page 1 of 6
2 Records Examples Retention period Ionising Radiation Risk assessments, control measures, safe work method statements/safe work procedures (SWMS/SWPs), monitoring of work environments, health monitoring Contingency plans Plant/equipment Record of Plant (including lasers) that requires registration, including records of all tests, inspections, maintenance, commissioning, decommissioning, dismantling and alterations Plant Register 10 years after disposal 10 years from last entry Plant safety integrity test records (for plant with presence-sensing safeguarding system) Inspection and testing records of biosafety cabinets and other containment equipment 10 years after disposal 10 years Risk assessments/ Safe Work Method Statements/ Safe Work Procedures Risk assessments/safe work method statements/safe work procedures (RAs/SWMS/SWPs) for hazardous chemicals as defined above, radiation Other RAs/SWMS/SWPs Training Staff training and induction records (except as below) Hazardous chemicals training records Planning Faculty/College/Portfolio planned actions 5 years after action completed Contractor safety Contractor WHS Induction Records (for contractors engaged by local areas) page 2 of 6
3 Specialised WHS records (Area, as shown, responsible for record keeping) Asbestos Asbestos Register Asbestos Management Plan Health monitoring reports for a worker carrying out asbestos work Asbestos training records Records relating to fitout/maintenance/repair of properties/equipment/plant on asbestos register Records relating to management of contracts relating to asbestos or other hazardous materials removal and/or remediation) after date of birth 30 years or 5 years after worker ceases working for the University (whichever is longer) Audits Official audit reports on compliance of University programmes with WHS legislation, standards (including ReturntoWorkSA evaluations) Supplementary records relating to WHS audits (eg arrangements for inspection of workplaces and records) 7 years Confined spaces Training records in relation to confined spaces Confined space risk assessment Confined Space Entry Permit Other high risk work (eg working at heights, hot work, forklift operation, pressure equipment operation) University Health and Safety Committee University Health & Safety Committee minutes, agendas, reports Health & Safety Representatives Nomination, election and resignation of Health and Safety Representatives 7 years First aid First aid training records (summary spreadsheets) 45 years page 3 of 6
4 Contractor safety Contractor WHS Induction Records (for contractors engaged by B&P) Contractor WHS evaluation checklists Contractor site observation checklists Work Permits (eg Hot Work, Confined Spaces, Working at Heights, Isolation of Services) High Risk Construction Work Safe Work Method Statements for High Risk Construction Work Where the University is the principal contractor Written evidence that worker has relevant high risk work licence Records of information provided to contractor(s) about WHS hazards/risks WHS Management Plan for construction project Records of WHS consultation/communication with contractor Electrical work Risk assessment and Safe Work Method Statement for electrical work on energised electrical equipment Emergency management Emergency Plan (including emergency procedures) Diving Diver registration Diver induction Dive Coordinator induction Certificate of medical fitness Evidence of competence Diving certification Log book Risk assessment relating to diving work Dive plan Dive Safety Log On-site dive risk assessment(s) Dive briefing checklist Pre-dive equipment checklist Boating Boating Safety Plan Coxswain Register (pre-april 2016 local areas) page 4 of 6
5 Boating (con t) Coxswain Safety Inductions (pre-april 2016 local areas) Incidents/accidents Online incident/accident reports, incident investigation (FlinSafe) FlinSafe 45 years Reports of notifiable incidents to SafeWorkSA and/or other regulator (eg Office of the Technical Regulator, Environmental Protection Authority) Injury Management Injury report FlinSafe 35 years Workers Compensation claim files 35 years Recovery and return to work case files Register of compensation claims Workers compensation insurance policies after employee s date of birth 30 years after term of policy expires Ergonomics Workstation assessments Planning WHS Operational Plan 5 years after action complete Hazardous chemicals carcinogens; controlled substances (poisons) under Reg 25 3 ; substances classified as Extreme Risk in ChemWatch) Prohibited and restricted carcinogens permits Scheduled drugs and poisons (controlled substances) permits (except Sched 8 kept by local area) Record of each worker likely to be exposed to the prohibited or restricted carcinogen Health monitoring records Ionising Radiation Radiation worker registration Register of licenced premises, sources and apparatus Register of unsealed and sealed radioactive substances Ionising Radiation Management Plan Purchases and disposals of unsealed radioactive materials Movements and locations of sealed sources Disposal of radioactive waste Register of radiation incidents 3 SA Controlled Substances [Poisons] Regulations 2011 page 5 of 6
6 Ionising Radiation (con t) Personal radiation exposure records for each worker Radiation worker medical examination report Plant Inspection and testing records of fume hoods 10 years Planning WHS Operational Plan 5 years after action completed page 6 of 6
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