OHS Document and Record Control
All documentation and records shall be securely held in accordance with the
UNSW Document and Record Control Procedure
. These shall be maintained by the the faculty OHS coordinator to take into account individual
privacy and confidentiality concerns:
- Access to confidential records can only be granted for specific OH&S issues
- Such access shall require the approval of both the Head of School and the Chairperson of the
OH&S Committee.
Procedures to control all data and documents relevant to the OH&S needs and practices of
the faculty shall be established in a Document Control Register to be maintained by the faculty OHS
coordinator the purpose of which is to ensure that:
- Documents are legible, dated and readily located
- Documents are readily identifiable with dates of revision
- Documents are regularly reviewed and revised to maintain relevance and currency
- Restricted Records are identified and where applicable, detail consent to access or release
specific records
- Ensure obsolete documents are removed from all points of issue and points of use
- Archival documents are retained by the faculty OHS coordinator
- Records are kept so as to evaluate the OHS Management System and form a basis for Statistical
analysis and performance.
All OHS documents need to comply with UNSW Document control
procedure and need to have the following
- Details of the school/unit
- Document number
- Current version number and date
- Revision date
All OHS documents will need to be forwarded to th OHS coordinator to ensure that they meet the
document control requirements and that they are maintained accordingly.
Documents that need to be forwarded to the OHS coordinator include
- Safe working procedures
- Risk assessments
- Risk registers
- OHS information for students
Records that shall be located with and maintained by Faculty OHS coordinator include:
- Document Control Register
- Corrective actions register
- Minutes of OHS Committee Meetings
- OHS Committee Reports
- Audits, Statistics and Evaluations
- Filed OHS concerns of staff and/or students
- Copies of all Policies, Guidelines and Procedures developed by OHS Unit
- Copies of all Policies, Guidelines and Procedures developed by COFA OHS committee
- Workplace Inspection Forms (Completed)
- Risk Assessments
- Results of Health Monitoring, Health Surveillance
- Incident/hazard Reports
- Incident investigation reports
Records and registers that need to be maintained by each
unit/school include
- Copies of fieldwork medical questionnaire's
- Staff, contractor and visitor induction checklists
- Machinery and equipment maintenance records
- Copies of audit reports
- Plant, facility or research design records
- Hazardous waste disposal records
- Plant and Equipment Registers
- Risk Registers
- Registers of Chemicals (Hazardous Substances and Dangerous Goods)
- Risk Assessments
- Safe working procedures
- Results of Health Monitoring, Health Surveillance
For more information about what records need to be maintained in each unit refer the COFA OHS
records register.
COFA records
UNSW Document and Record Control Procedure