Record keeping in Health and Safety is part of the plan to manage a health and safety system and keep up policies as well as other documents such action plan, risk assessment and accident reports

1. Health and Safety
Record Keeping
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2. Policies must be in place for record management
Below are some guidelines on good record keeping and storage practices.
Retrieval of records
• Control of records placed in archives and the archives annex remains with the office of origin. Retrieval of records from the
archives and the archives annex is coordinated by the individual offices and the archives.
Destruction of records
• This policy is applicable for all records not of enduring value. No record will be destroyed without the written permission of
the office involved.
• Confidential records must be shredded, burned or otherwise physically destroyed as to leave their content unreconstructed.
Determination of what constitutes confidential records is the responsibility of the division.
• At least once a year, each office will review its records retention and disposition schedules and determine which records
have become obsolete.
• It is the responsibility of the individual office to destroy its obsolete records.
• The office is responsible for destruction whether the records are stored in archives or remain on site. For records destroyed
on site, a departmental representative will make a destruction report for the records officer.

3. Official records are created in all appropriate
circumstances
1. Official records are
captured into corporate
recordkeeping systems
upon creation
2. Access to official records takes place in a managed manner using
prescribed policies and procedures
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4. 3. Official records can be found upon demand
4. Records management shall be managed and planned in a strategic and corporate
manner
5. All staff shall receive training on records management as outlined in the
organisation’s.
6. Organisations shall implement reporting mechanisms and progress in order to keep
senior management informed about records management.
7. The organisation shall develop and implement records management policies and
practices.
8. The employer will ensure compliance audits take place on a regular basis within
agreed intervals of time, and the results of the audits and reviews will be
documented and forwarded to the Department of Labour.
9. The employer will afford the inspector full cooperation throughout this process.
10. Employers are responsible for ensuring that sufficient evidence is immediately
available for the inspector to complete the review. Failure to provide such evidence
will require the Department of Labour to undertake the necessary analysis of the
employer’s recordkeeping systems and practices at the organisation’s cost.”
3
Official records . . . Continued

5. Framework and Safety Risk Assessment Form
and Policies
The framework is described below:
• Health and Safety Policy Statements: General statement and
policy examples, including contractors.
• Standard Health and Safety and Risk Assessment
Forms: Annual audit, risk assessment forms & plans.
• Environmental forms: Policy, assessment checklist & action
plan and waste disposal note.
• First Aid, Accidents and Disease. Accident, investigation,
treatment and report forms.
• Fire Safety. Risk Assessment forms, policy and procedures
and records.
• Smoke free, drugs and alcohol-free policy. Up-to-date
policies governing smoking,drugs and alcohol.
• Safe driving. Safe Driving Policy, Guidance for Employees
who drive for work and vehicle checklist.
• Display screen equipment. Questionnaire, identification &
eyesight records and risk assessment.
• Chemical and hazardous substances. Safety data, risk
assessment and action plan forms.
• Personal Protective Equipment. Risk survey and
acknowledgement of use.
• Manual handling. Assessment checklist & control forms,
employee assessments and action plan.
• Equipment and Machinery. Maintenance records, and risk
assessment forms.
• Hot work. Risk assessment, action plan and permit forms.
• Asbestos containing materials. Inspection, assessment action
plan, register, controls and disposal forms.

6. Objectives
The objectives of this form are:
• Review of Health and Safety system, identification of areas
of low/noncompliance.
• Identification of employee training needs to create a safer
working environment.
• Assessment of key hazards within the workplace, which
will require a Risk Assessment
• Effectiveness of existing audits and management controls.
• Recommendation for improvement actions for senior
management team.

7. Single Hazard Risk
Assessment Form
• This form contains the following sections: -
• Description/Identification of the hazard/risk
• Consequences - description of the harm that might
be caused by the hazard/risk
• Identification of the persons at risk, and the level of
risk
• Consideration of precautions and controls
• Record of the form's inclusion in the relevant Risk
Assessment Action Plan
Every
Quarter

8. Our Vision
We believe in making sure your loved ones return
home healthy and safe after work, by understanding
your specific needs and tailoring a comprehensive
Health and Safety solution, backed by qualified
professionals providing legal compliance, training,
and management of incidents in the workplace.
Our Mission
Achieving significant growth by developing
and continuously improving our capabilities
and delivering professional value-added
services and solutions to clients through
sustainable relationships and departmental
goals.
Our Core Values