Document Control and Record Handling (Health and Safety)
The Document Control and Record Handling (Health and Safety) Procedure establishes the process for the creation, maintenance and management of Health and Safety documentation at Macquarie University; as well as the record keeping requirements for records produced by the WHS Management System (WHSMS).
|To detail the process for the creation, maintenance and management of Health and Safety documentation at Macquarie University; as well as the record keeping requirements for records produced by the WHS Management System (WHSMS).|
This procedure applies to all documents and records created as part of the University’s WHSMS. This includes policies, procedures, guidelines, schedules, manuals, forms, instructional documents, checklists and fact sheets created by the Health and Safety Unit or by Health and Safety Representatives or Individual Work Groups.
Health and Safety records can be defined as completed copies of forms, checklists, and risk assessments contained in the Health and Safety management system. It can also include externally produced documentation such as material safety data sheets, external Health and Safety audit reports, health surveillance records or workplace monitoring reports.This procedure requires actions by the following:
|Manager, Health and Safety|
The Manager, Health and Safety has the overall responsibility for the development of documentation and record keeping requirements for the WHSMS.The Manager, Health and Safety will:
Procedures, schedules and guidelines must be forwarded to the Manager Health and Safety for review and recommendation.
Policies related to Health and Safety can only be created by the Health and Safety Unit.
Other related Health and Safety documents (ie manuals, instructional documents, checklists, forms, brochures, posters and fact sheets) can be developed in local areas where necessary. Consultation with the Health and Safety Unit is necessary when developing these documents to ensure that they are consistent with University Health and Safety requirements and style sheets.
Prior to printing or using these documents, approval for the document is to be sought from the Manager, Health and Safety.
Consultation and communication
Document evidence of consultation through meeting minutes, memorandums or emails.
When a document is ready to be released, liaise with the Health and Safety Unit, to develop a marketing plan. Consider the means by which the document can be effectively communicated to people.
All Health and Safety documentation must have the following document properties:
Liaise with the Health and Safety Unit so that Health and Safety forms, brochures, posters and fact sheets are placed on the Health and Safety Unit website. No forms should be located on faculty web sites.
Obtain approval of Health and Safety documents in the following manner:
Manager, Health and Safety; and Health and Safety Unit
Disposal of documents
Master document control and index register
Indexing and filing
Privacy and confidentiality
Identify records which require the collection of private or confidential information and store in a manner consistent with Principle 4 of the National Privacy Principles and in accordance with the Health Records and Information Privacy Act 2002.
Restrict the access of any document listed as having privacy or confidentiality properties to personnel with legitimate business needs. Requests for access to these documents are to be made in writing to the Manager, Health and Safety.Record the appropriate procedure for access to these records on the record index.
|Contact Officer||Manager, Health and Safety|
|Date Approved||24 February 2013|
|Approval Authority||Vice-President People and Services|
|Date of Commencement||24 February 2013|
30 March 2020 – Approval Authority updated to Vice-President People and Services in accordance with University Delegations of Authority.
5 Aug 2019 – Updated Approval Authority from Director, Human Resources to Vice-President, University Services and Strategy (VPSS) in accordance with VPSS responsibilities per Delegations of Authority Register.
|Date for Next Review||February 2016|
University Records PolicyAS/NZS 4801:2001 - Occupational health and safety management systems - Specification with guidance for use
Health Records and Information Privacy Act 2002
State Records Act 1998 (NSW)
Work Health and Safety Act 2011
Work Health and Safety Regulations 2011
|Keywords||WHS Document Control, Records Handling|