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Safety File Index

What should be in a safety file? 

There is no such thing as a “generic” construction safety file. All construction safety file are site specific. 

It is compiled in relation to the tasks that you perform on site and relevant OHS Act and Regulations.  

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Compulsory documents  

No matter what industry you’re in or tasks you perform, some documents are applicable in all safety files. Some of the compulsory documents are: • Mandatory Agreement (With your client) • letter of Good Standing (Workman's Compensation) • Health and Safety Plan • Emergency Plan and Procedures • Policies • PPE Issue Register • Toolbox Talks • Accident Incident Investigation • Employee Details • Proof of Competency (Certificates)  

Legal reference  

Only the Construction Regulations references a site safety file. The rest of the OHS Act does refer to relating documents, but it does not stipulate a safety file. So, if you work on a Construction site, a Construction Safety File is required. A construction safety file is not required if you perform maintenance work on sites that are not construction sites. However, your client where you do maintenance work does have the right to ask for your Health and Safety documents. They can inspect your documents and approve or decline it. This file is also referred to as a safety file, BUT it is not a construction safety file.  

Definition  

The Construction Regulations defines it as follows. “Health and safety file” means a file, or other record containing the information in writing required by these Regulations;”

Construction Regulation The Construction Regulations defines it as follows. “Health and safety file” means a file, or other record containing the information in writing required by these Regulations;”

Basic index 

Every project and organization is different. There is no specific index. For a BASIC idea of an index you can use the example below. Disclaimer: This is not an extensive index! It is only an example! Administrative • Mandatory Agreements • Permit to do construction Work (If applicable) • Notification of Construction Work (If Applicable) • Client Health and Safety Requirements • Letter of Good Standing (Workman's Compensation) 

Plans • SHE Plan • Emergency Plan and Procedures • Fall Protection Plan (If working at heights) 

Policies • OHS Policy • Smoking Policy • Environmental Policy 

Risk Assessments • Daily Safety Task Instructions • Hand Tool Operations • Portable Electric Tools 

Legal Appointments (Delegation of duties) Construction Supervisor • Hand Tool Inspector • Portable Electric Tool Inspector • Ladder Inspector 

Registers and Checksheets Hand Tool Register • Portable electric Tool Register • Portable Ladder Register 

Employee Details Employee Register • I.D. Copies • Medical Certificates • Proof Of Competence 

COID Incident Register • Accident Incident Register • W.CI2 Document 

This is an example of an index. Your safety file index will depend on your activities on site.