Getting started with workplace safety documents can feel overwhelming if you are new to it. Between jobs, invoices, and managing your crew, paperwork often ends up in the too-hard basket. But here is the truth: if you are running jobs, even with just one or two subcontractors, you are already responsible for OHS compliance. The good news is that keeping the right records does not need to be complicated.
Here is a simple step-by-step guide to get your records sorted from day one.
1. Know What to Keep
Every business needs the basics. This includes site inductions, toolbox talks, incident reports, SWMS, and any other OHS forms used in the workplace. These are not optional extras. They are the foundation of your health and safety compliance.
2. Store It Simply
Records are only useful if you can find them. Whether you prefer paper folders on site or digital systems, set up a structure that is easy for you and your crew to use. Keep your OHS documents consistent and labelled so nothing gets lost.
3. Make Them Accessible
Your crew should always be able to access the documents they need. If your OHS manual and forms are left in the truck or locked away in the office, they will not be used. Keep them on site, online, or wherever your team can reach them quickly.
4. Keep Them Up to Date
Old records are not enough. OHS records need to reflect what is happening now. Make sure toolbox talks, inductions, and incident logs are current. Review and refresh your OHS policies and procedures regularly to ensure they match your actual work practices.
5. Hold on to Them for the Right Time
Some workplace safety documents must be kept for years. For example, incident records and training logs can be critical if there is ever an investigation. Do not throw things out too soon. Know the retention requirements that apply to your trade and stick to them.
Start Strong, Stay Covered
Getting your OHS documents sorted early sets the tone for how your business runs. At OHS Compliance Solutions, we make it simple for first-time bosses to keep records in order, meet OHS compliance, and avoid last-minute stress.
If you want to make record keeping part of your foundation, we are here to help. Explore our Keeping Records tools, check out our Tailored Services, or book a quick chat to get started.
When your systems are strong from day one, compliance becomes the baseline. What you really gain is peace of mind, a trusted reputation, and the confidence to grow without the stress of missing paperwork.
At OHS Compliance Solutions we are always looking for ways to help our clients work smarter with safety. We are developing an online digital portal that will give employees easy access to safety documents and allow them to complete prestart checks of plant and equipment. Get in touch if you would like to learn more about how this platform can streamline your document management and record retention.