OHS Documentation, Information Management and Control Procedure

The Objective document management system is used to store all GMW corporate information.

Objective is able to be accessed by all staff at all GMW locations whilst also maintaining document security, privacy and integrity.

GMW’s Information Management Policy and associated procedures are available on the Intranet.

OHS records are kept in specific GMW systems depending on the nature of the information as outlined below:

• Training and competency records are stored in GMW Learning Management System
• Hazard, incident and the associated investigation actions are stored in IRIS
• Workers compensation and injury management records are kept in SolvInjury
• Health records are kept in the worker’s employee file in Objective
• All other OHS records and documents must be stored within Objective.

OHS records consist of information which has been recorded on forms, checklists, templates e.g. Safe Work Method Statement (SWMS) or similar.

Examples of GMW’s OHS records include, but not limited to:

• Risk assessments
• Incident, injury or illness reports
• Hazard reports
• Worksafe regulatory notifications
• Permits to work e.g. hot works, confined spaces, asbestos etc.
• OHS audits and inspections
• OHS Committee Meeting Agenda and Minutes
• Compliance schedules
• Investigations reports
• HSE Plans
• Training and competency records
• Emergency evacuation evaluations
• Workers Compensation forms, medical certificate and other associated records
• Fitness for work, medical assessments reports and records
• Health and work environment monitoring records.

Records must be kept in accordance with OHS and Workers’ Compensation, Privacy, Health Records and Public Records legislation.

Records must be legible, indelible, contemporaneous, written objectively, be readily retrievable and be an accurate reflection of the events or circumstances to which they pertain. Records should not contain personal views or comments.

Health, Safety and Environment (HSE) injury management and return to work procedures outlines the storage and collection of worker health records.

The HSE team may liaise with other work areas (e.g. Human Resources, Legal Services) or external providers (e.g. Injury Management providers, Workers Compensation Insurer, WorkSafe, medical providers etc.), as required to establish what records need to be held and the arrangements for doing this.

Worker health records are held internally within Objective on the employee’s personnel file and in the Injury management system SolvInjury.

The control for worker health records is outlined in the requirement of Workers Compensation legislation and WorkSafe Victoria.

For hard copy records and electronic records kept within Objective, there are set timeframes for their storage, destruction and disposal as outlined by Public Records Office of Victoria (PROV). GMW adheres to PROV legislation and guidelines.

Executive and Senior Leadership Team is to:

• Work in collaboration and consultation with managers, supervisors and workers towards the establishment of systems and arrangements that ensure the management of OHS documents, data and records in accordance with GMW policy, procedures and relevant legislation.
• Ensure that appropriate consultative arrangements are in place in all areas under their control when developing or reviewing OHS documents, data or records.
• Consult with Health and Safety Representatives (HSR), managers, supervisors and workers regarding OHS issues where there is a need to develop or review an OHS document.

Managers and Nominated Supervisors are to ensure that:

• Ensure workers are trained in the contents of this procedure.
• Support the use of controlled documents i.e. through the creation, review and/or disposal process.
• Verify that current and new OHS documents are correct and are being implemented effectively and that records are being maintained in accordance with GMW procedures and relevant legislation.

Workers ensure that:

• Follow safe work practices and ensure the health and safety of themselves and others whilst at work.
• Ensure that OHS records are appropriately managed in accordance with GMW’s procedures and relevant legislation.
• Ensure they use current and controlled copies of health and safety documents
• Participate in the consultation of OHS procedures and the OHS Management System (OHSMS) as required.

People Safety and Culture are to:

• Manage Occupational Health and Safety Management System which includes establishing and monitoring arrangements for OHS documentation, data control and record keeping to ensure these meet GMW’s legal and business obligations.
• Advise GMW’s management and workers on the requirements for OHS documentation, data control and record keeping.
• Liaise with other GMW business units to establish arrangements for managing OHS documents, data and records.
• Manage GMW health records, whether held internally or externally by an approved health management provider, in accordance with relevant legislation