Record Keeping

Ready, steady, record!

INTRO: Reflection and review is designed to help a business learn from its mistakes and, while record keeping is time consuming, it is essential to this process

The pace of life and work is a factor which prevents many managers from keeping records, especially those linked to health and safety, and risk assessment. According to the Management of Health and Safety at Work Regulations 1999 Section 3 (1): “Every employer shall make a suitable and sufficient assessment of (a) the risks to the health and safety of employees to which they are exposed whilst they are at work; and (b) the risks to the health and safety of persons not in his employment arising out of or in connection with the conduct by him of his undertaking.”

While there is an obligation to demonstrate these have been fulfilled, many of the records required are easy to keep and require little time. The frequency of recording is important; never more so than when an inspection is due or following a claim.

Recording training sessions can be a key starting point to ensure all staff are aware of their responsibilities and will help demonstrate compliance with the Health and Safety at Work Act 1974 Sections 2 (2) (c): “the provision of such information, instruction, training and supervision as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of… employees.”

Staff should sign the training records which should be countersigned by the person providing the training - thus providing accountability. Training should be an ongoing process.

Risk and COSHH assessments, as well as method statements, are often handed over to the employee in a large folder with little or no explanation other than with the message “read these let me know if you have any questions, then sign the front page”!

The recording of information should be part of normal working practice, indicating a positive health and safety culture. Some mandatory records are kept with ease, including pesticides application, alarm servicing and accident records. But many can be missed – such as fixed electrical wiring inspection, boiler servicing, fire drills and disposal records.

A number of methods can be used to aid record keeping, ranging from a paper-based diary approach through to online systems – one of which is available from Ground 2 Control. This system includes functionality for resources management and health and safety. A key feature is the ability to build the system to suit the business; it is so important that users understand the process and input their own information. With all records, however, the key is to allocate responsibilities to specific people, sharing the results/outcomes and ensuring a method to review. Also, never let things lapse or be missed.

Visit www.ground2control.com for more details. Paul Bannister can be contacted via www.amenitytraining.co.uk