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Thread: OHS - Documenting OHS System

  1. #1
    Ebony
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    Default OHS - Documenting OHS System

    Before we get into this Thread please note Related Threads On This Topic:
    • OHS - Amenity Tree Industry Offers information relative to Writing A Work Procedure and information relating to Occupation Health & Safety.
    =====================================

    Documenting your OHS System
    Effective management of health and safety will always require some paperwork to meet legislation requirements, to demonstate to others that you are following standard procedures, and to allow effective induction and training to be undertaken.

    Basic documentation should be used to build up a record of your system for managing health and safety.

    Determine what you need to have in writing. Documentation of essential information should be kept to a minimum so that you can concentrate your time and effort on doing your job safely.

    • Does WorkCover require certain details to be documented?
    • Is there written information which I need to pass on to the workers and health and safety representatives?
    • Does WorkCover require certain details to be documented?
    • Will written records help me to run a safer business?
    • Is documentation the only way I can demonstrate that I have safe systems of work?

    Ref: Working safely with trees, WorkSafe, Victorian Workcover Authority

  2. #2
    Ebony
    Guest

    Default

    Paperwork Guide

    <table border="2" width="100%" cellpadding="2" id="AutoNumber1" style="border-collapse: collapse" bordercolor="#111111" cellspacing="0"> <tr> <td width="25%" bordercolor="#C0C0C0" align="center" bgcolor="#EAF4FF"> <font face="Verdana"><span style="font-size: 9.5pt; font-weight: 700"> Type/Importance</span></font></td> <td width="32%" bordercolor="#C0C0C0" align="center" bgcolor="#EAF4FF"> <font face="Verdana"><span style="font-size: 9.5pt; font-weight: 700">Common Examples</span></font></td> <td width="43%" bordercolor="#C0C0C0" align="center" bgcolor="#EAF4FF"> <font face="Verdana"><span style="font-size: 9.5pt; font-weight: 700">How Often and in what format?</span></font></td> </tr> <tr> <td width="25%" bordercolor="#C0C0C0" rowspan="5" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt; font-weight: 700">Specific legislative requirements where records must be kept</font></td> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Reporting and notification of death, injury, illness or serious incident to WorkSafe Victoria.</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Immediately - in the form suggested in the regulation</font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana"><span style="font-size: 9.5pt">Register of injury and illness</span></font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana"><span style="font-size: 9.5pt">Immediately - in the form provided by your WorkCorver agent</span></font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">MSDSs for chemicals</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Whenever a substance is supplied or a MSDS is updated.&nbsp; Keep in a folder in a location easy accessible to all workers and health and safety representatives.</font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Record of audiometry (hearing) tests</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Keep for the duration of a worker's employment plus 20 years.&nbsp; May be kept by a testing agency body on the employer's behalf </font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-color: #C0C0C0; border-bottom-width: 1" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Risk Assessments</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1; border-bottom-color: #C0C0C0" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">You should undertake a general risk assessment for all work activities or operations.&nbsp; This will form the basis of your safe work procedures.&nbsp; Update when new equipment or processes are introduced.&nbsp; Documentation is mandatory under OHS regulations for the assessment of manual handling and hazardous substances.</font></td> </tr> <tr> <td width="25%" bordercolor="#C0C0C0" rowspan="2" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt; font-weight: 700">OHS processes which should be documented</font></td> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Risk Assessments</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Documentation of risk assessments is recommended.&nbsp; Your record should detail the assessment process and the steps you have taken.&nbsp; </font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-color: #C0C0C0; border-bottom-width: 1" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Training</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1; border-bottom-color: #C0C0C0" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Keep Records of training</font></td> </tr> <tr> <td width="25%" bordercolor="#C0C0C0" rowspan="4" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt; font-weight: 700">Specific procedures which should be documented</font></td> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Climbing gear check - pre-start procedure </font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">These are examples of critical health and safety procedures which will apply at virtually all work sites.</font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Emergency Communication</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana"><span style="font-size: 9.5pt">Many procedures should be implemented daily e.g. climbing gear check</span></font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Establishment and maintenance of exclusive zone</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1" bordercolor="#FFFFFF" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">All procedures should be reviewed regularly to ensure that they remain appropriate to your current operations</font></td> </tr> <tr> <td width="32%" style="border-right-color: #C0C0C0; border-top-width: 1; border-bottom-color: #C0C0C0; border-bottom-width: 1" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10"> <font face="Verdana" style="font-size: 9.5pt">Traffic Control and display of signage</font></td> <td width="43%" style="border-left: 1px solid #C0C0C0; border-right-width: 1; border-bottom-color: #C0C0C0" valign="top" bgcolor="#FFFFFF"> <p style="margin-left: 5; margin-right: 5; margin-top: 10">&nbsp;</td> </tr></table>Ref: Working safely with trees, WorkSafe, Victorian Workcover Authority
    Last edited by indi_gal; 18-06-2004 at 04:05 PM.

  3. #3
    Ebony
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    Contacts

    <table border="0" style="border-collapse: collapse" bordercolor="#111111" width="98%" cellpadding="3" id="AutoNumber1" cellspacing="3"> <tr> <td width="28%">&nbsp;</td> <td width="17%"><font face="Verdana" style="font-size: 9.5pt"><b>Phone</b></font></td> <td width="30%"><font face="Verdana" style="font-size: 9.5pt"><b>Email</b></font></td> <td width="25%"><font face="Verdana" style="font-size: 9.5pt"><b>Website</b></font></td> </tr> <tr> <td width="28%"> <font face="Arial" style="font-size: 9.5pt; font-weight: 700">Australian Standards</font></td> <td width="17%"><font face="Arial" style="font-size: 9.5pt">1300 654 646</font></td> <td width="30%"><font face="Arial" style="font-size: 9.5pt"> <a href="mailto:sales@standards.com.au">sales@standar ds.com.au</a> </font></td> <td width="25%"><font face="Arial" style="font-size: 9.5pt"> <a href="http://www.standards.com.au">www.standards.com.au</a> </font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">NOHSC National Occupational Health and Safety Committee</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">(02) 6279-1000</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:info@nohsc.gov.au">info@nohsc.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.info@nohsc.gov.au">www.info@nohsc.gov.au</a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">Australian Building Codes Board</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">1300 134 631</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:abcbwebmaster@abcb.gov.au">abcbwebmas ter@abcb.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.abcb.gov.au">www.abcb.gov.au</a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">NSW WorkCover</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">131 050</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:contact@workcover.nsw.gov.au">contact @workcover.nsw.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.workcover.nsw.gov.au">www.workcover.nsw.gov.au </a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">NT Worksafe</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">(08) 8999 5010</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:ntworksafe.deet@nt.gov.au">ntworksafe .deet@nt.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.nt.gov.au/deet/worksafe">www.nt.gov.au/deet/worksafe</a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">Tas Workcover</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">1300 366 322 </span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:wstinfo@dier.tas.gov.au">wstinfo@dier .tas.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.workcover.tas.gov.au">www.workcover.tas.gov.au </a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">Qld Workcover</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">1300 362 128</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:info@workcoverqld.com.au">info@workco verqld.com.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.workcoverqld.com.au">www.workcoverqld.com.au</a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">Workplace Health &amp; Safety Queensland</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">1300 369 915</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailtoinfo@dir.qld.gov.au">safetyinfo@dir.qld.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.whs.qld.gov.au">www.whs.qld.gov.au</a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">SA Workcover</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">13 18 55</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:info@workcover.com">info@workcover.co m</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.workcover.com">www.workcover.com</a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">VIC Workcover</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">(03) 9641 1444</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto:info@workcover.vic.gov.au">info@workc over.vic.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.workcover.vic.gov.au">www.workcover.vic.gov.au </a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">WA Workcover</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">(08) 9327 8777</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt">postmaster@workcover.wa.gov.au</a></span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.workcover.wa.gov.au">www.workcover.wa.gov.au</a> </span></font></td> </tr> <tr> <td width="28%"><font face="Arial"> <span style="font-size: 9.5pt; font-weight: 700">WA Worksafe Safetyline</span></font></td> <td width="17%"><font face="Arial"><span style="font-size: 9.5pt">(08) 9327 8777</span></font></td> <td width="30%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="mailto@docep.wa.gov.au">safety@docep.wa.gov.au</a> </span></font></td> <td width="25%"><font face="Arial"><span style="font-size: 9.5pt"> <a href="http://www.safetyline.wa.gov.au">www.safetyline.wa.gov.au </a> </span></font></td> </tr></table></body>

  4. #4
    Rod
    Guest

    Default Workplace Health and Safety Procedures and Policies.

    The above examples are excellent in detailing procedure.

    It is vital to be able to prove that your staff are trained and understand correct procedure and understand your health and safety Policies.

    I have been a Workplace Health and Safety Officer (Accredited Qld) for over ten years. I have seen Workcover investigations after incidents and accidents. In some circumstances the employer has had to prove that their staff were competent in certain procedures despite the Company having a comprehensive and detailed procedures and Policies.

    How we can be sure of this is to test our employees in written form and retain the document. An exam (does not have to be huge) can demonstrate comprehension and understanding.

    If they fail then you have work to do. If they pass it affords you at least some protection from prosecution. There are no guarantees. Some accidents are the result of employee negligence and if you have documented evidence of their understanding of correct and safe procedure despite their "shortcuts" at least you have a good chance of avoiding prosecution.

  5. #5
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    Default Re: OHS - Documenting OHS System

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