What is ISO 15489?
Health and safety professionals will know that there it’s an industry with many records to keep track of. Storing said records is an integral part of the process and requires regular assessments, particularly since the introduction of the European General Data Protection Regulation (GDPR).
When it comes to health and safety records retention, it must be done in line with regulations. You need to know which ones should be kept, how long they should be kept for and how they must be controlled whilst they are being kept.
How to manage health and safety records
You may have been asked in the past to keep a chronological logbook or diary of health and safety incidents. There are some obvious efficiency problems with relying on this type of record system. If you need to quickly identify staff who have received induction training, or recall when the last fire drill was held – for example – you will have to thumb through the diary to the relevant date.
If you’re working with records management and document storage specialists, they should be working with you to develop a competent and compliant document recording system. If not, you should consider developing your own recording system with a health and safety file that has sections for each type of health and safety record (training, risk assessments and fire drills, for example). This system may also include specific activities such as health and safety inspections or fire drills anniversary refresher training renewal dates.
Other health and safety records worth keeping include:
- Lists of individuals with key health and safety roles
- The Health and Safety Code / Company Health and Safety Policy with dates for review
- Any risk assessments that have been undertaken, including noise, vibration, fire risk and Display Screen equipment assessments
- COSHH assessments
- Manual Handling operations
- Machinery and equipment maintenance records
- Records of lifting equipment and operations
- Records of employment
Health and safety record retention periods
There are different health and safety records retention periods to be aware of, but as a rule of thumb, most health and safety records should be kept for five years.
Risk assessment records should be kept as long as the particular process or activity that the record refers to is still being performed. Keeping past assessments allows for further examination, and changes and improvements to be identified.
Also, civil claims for injury can be made up to three years after an incident, so it’s a good idea to also keep risk assessments relating to the previous three years. In addition, reportable Injuries, disease and dangerous occurrences and accident books should be kept for three years.
The Control of Substances Hazardous to Health 2002 (COSHH) law for instance requires employers to keep documents that detail employees who are exposed to chemicals and substances that could be hazardous to their health. Lists of employees exposed to group three and four biological agents (those that can cause severe human disease and may be a serious hazard to employees) should be kept for ten years. Records of exposure to hazardous substances in the workplace should be kept for up to 40 years, and records detailing asbestos at work should be kept for 40 years from last incident.
If you’re looking for comprehensive health and safety records management, Access Records Management can help. Contact us today for a quote.
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