ࡱ> y tbjbj ð{{j::4h0 |!t %)L)))$+6 Z46T$R8$+$+R8R8))4 A A AR8)) AR8 A ABK[)P0T8fq0uz9[[%L R8R8 AR8R8R8R8R88=R8R8R8R8R8R8R8R8R8R8R8R8R8R8R8R8: Z: The South Australian Mining and Quarrying Occupational Health and Safety Committee Promoting Work Health and Safety in the Workplace This workplace industry safety resource is developed and fully funded by the Mining and Quarrying Occupational Health and Safety Committee (MAQOHSC). Disclaimer IMPORTANT: The information in this guide is of a general nature, and should not be relied upon as individual professional advice. If necessary, legal advice should be obtained from a legal practitioner with expertise in the field of Work Health and Safety law (SA). Although every effort has been made to ensure that the information in this guide is complete, current and accurate, the Mining and Quarrying Occupational Health and Safety Committee, any agent, author, contributor or the South Australian Government, does not guarantee that it is so, and the Committee accepts no responsibility for any loss, damage or personal injury that may result from the use of any material which is not complete, current and accurate. Users should always verify historical material by making and relying upon their own separate inquiries prior to making any important decisions or taking any action on the basis of this information. Creative Commons  This work is licenced under Creative Commons Attribution Non Commercial 4.0 International Licence. The licence is available to view at  HYPERLINK "http://creativecommons.org/licenses/by-nc/4.0/" http://creativecommons.org/licenses/by-nc/4.0/ This creative commons licence allows you to copy, communicate and or adapt our work for non-commercial purposes only, as long as you attribute the work to Mining and Quarrying Occupational Health and Safety Committee and abide by all the other licence terms therein. ISBN 978-1-925361-73-5 Contact information Mining and Quarrying Occupational Health and Safety Committee (MAQOHSC) World Park A Building Level 4, 33 Richmond Road Keswick SA 5035 Phone: (08) 8204 9842 Email:  HYPERLINK "mailto:maqohsc@sa.gov.au" maqohsc@sa.gov.au Website:  HYPERLINK "http://www.maqohsc.sa.gov.au" www.maqohsc.sa.gov.au Instructions It is important that you completely review this tool prior to use and ensure that where required changes in terminology, titles, etc. are made to ensure that this document will accurately reflect your organisations structure. Remove all (insert company name) sections and replace with registered business name Remove all (insert name of quarry/mine) sections and replace with quarry/mine pit name. Remove all (insert senior management position e.g. site manager) and replace with relevant position Remove all (insert location) sections and replace with identified site location Delete cover page, back page, forward and instruction section above once document is completed Delete all MAQOHSC wording on headers and footers and replace with own business name Delete all Note sections from document Ensure that the page numbers in the footer align with the correct page in the document. Document and Records Management Procedure Template (Insert Company Name and Company Logo or Site Photo) Contents  TOC \o "1-3" \h \z \u   HYPERLINK \l "_Toc475612656" 1. AIM  PAGEREF _Toc475612656 \h 3  HYPERLINK \l "_Toc475612657" 2. Purpose  PAGEREF _Toc475612657 \h 3  HYPERLINK \l "_Toc475612658" 3. Scope  PAGEREF _Toc475612658 \h 3  HYPERLINK \l "_Toc475612659" 4. Definitions  PAGEREF _Toc475612659 \h 3  HYPERLINK \l "_Toc475612660" 5. References  PAGEREF _Toc475612660 \h 4  HYPERLINK \l "_Toc475612661" 6. Responsibilities  PAGEREF _Toc475612661 \h 4  HYPERLINK \l "_Toc475612662" 6.1. Managing Director (most senior person)  PAGEREF _Toc475612662 \h 4  HYPERLINK \l "_Toc475612663" 6.2. Document Controller  PAGEREF _Toc475612663 \h 4  HYPERLINK \l "_Toc475612664" 6.3. Workers  PAGEREF _Toc475612664 \h 4  HYPERLINK \l "_Toc475612665" 7. Procedure  PAGEREF _Toc475612665 \h 5  HYPERLINK \l "_Toc475612666" 7.1. Document Creation  PAGEREF _Toc475612666 \h 5  HYPERLINK \l "_Toc475612668" 7.2. Document Format  PAGEREF _Toc475612668 \h 5  HYPERLINK \l "_Toc475612669" 7.2.1. Policies  PAGEREF _Toc475612669 \h 5  HYPERLINK \l "_Toc475612670" 7.2.2. Work Health and Safety Procedures  PAGEREF _Toc475612670 \h 6  HYPERLINK \l "_Toc475612672" 7.2.3. Safe Operating Procedures  PAGEREF _Toc475612672 \h 6  HYPERLINK \l "_Toc475612674" 7.2.4. Document Properties  PAGEREF _Toc475612674 \h 6  HYPERLINK \l "_Toc475612675" 7.3. Consultation and Communication  PAGEREF _Toc475612675 \h 7  HYPERLINK \l "_Toc475612676" 7.4. Document Approval  PAGEREF _Toc475612676 \h 7  HYPERLINK \l "_Toc475612677" 7.5. Document Review  PAGEREF _Toc475612677 \h 7  HYPERLINK \l "_Toc475612678" 7.6. Obsolete Documents  PAGEREF _Toc475612678 \h 7  HYPERLINK \l "_Toc475612679" 7.7. Document Control Register  PAGEREF _Toc475612679 \h 8  HYPERLINK \l "_Toc475612680" 7.8. Records Management  PAGEREF _Toc475612680 \h 8  HYPERLINK \l "_Toc475612681" 7.9. Records Retention  PAGEREF _Toc475612681 \h 9  HYPERLINK \l "_Toc475612682" 7.10. Records Storage  PAGEREF _Toc475612682 \h 9  HYPERLINK \l "_Toc475612683" FURTHER ASSISTANCE  PAGEREF _Toc475612683 \h 10  HYPERLINK \l "_Toc475612686" ADDITIONAL INFORMATION  PAGEREF _Toc475612686 \h 10  HYPERLINK \l "_Toc475612688" Appendix A: Retention Schedule of Records  PAGEREF _Toc475612688 \h 11  HYPERLINK \l "_Toc475612689" 8. Revision  PAGEREF _Toc475612689 \h 16  AIM The aim of this Guidance Material is to provide Persons Conducting a Business or Undertaking (PCBUs) with practical guidance on how develop and implement an effective Document and Records Management process. Purpose The purpose of the (insert company name) Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. Scope This procedure applies to all (insert company name) documentation and records. Definitions TermDefinitionAuthorThe actual author of the document.Controlled DocumentAny document for which distribution and status are required to be kept current to ensure authorised users have the most current version.DataInformation used to control the process that affects the final product (e.g. reference values, benchmarks).Document ControlThe process established in this procedure to define controls needed for the management of Work Health and Safety documentation.Document Control FormThe Form used to create or change a document.Document Control NumberThe number assigned to a document when it is entered into the document register as a controlled document. This number will always be the next sequential number in the register. This number is to be recorded on the controlled document in the (e.g. top left corner of the header).Document Control RegisterA list which identifies all (insert company name) documents and includes current revision status.Uncontrolled DocumentA copy of a controlled document. Uncontrolled documents may not be the latest version.5. References Work Health and Safety Act 2012 (SA) Work Health and Safety Regulations 2012 (SA) (insert company name) Document Review Form (insert company name) Document Communique Form (insert company name) Document Control RegisterResponsibilities Managing Director (most senior person) The (insert senior management position e.g. site manager), is responsible for: Ensuring the effective implementation of the document and records management system; Ensuring that appropriate resources are provided for the management of documents and records; Ensuring information, training and instruction is provided on the document and records management system; and The review and final approval of all (insert company name) documentation. Document Controller The Document Controller is responsible for: Managing the document control and records management process; Checking the quality of documents; Ensuring documents are developed using correct styles and format; Maintaining the document register; Maintaining all (insert company name) records; Ensuring that only approved current versions of documents are available for use; and Archiving of all obsolete documents and records. Workers Workers are responsible for: Obtaining documents from the approved location; Not making copies (uncontrolled documents) of documents; and Participating in reviews of documents as required. Procedure Document Creation Any (insert company name) employee or contractor may identify and request the need for a new document. (insert position title e.g. area manager/supervisor) shall be consulted on the need for any documentation. (insert position title e.g. area manager/supervisor) shall then verify if there is a document already existing within the Safety Management System meeting the requirements of the request. Where no suitable document exists (insert position title e.g. area manager/supervisor) shall arrange for the document controller to develop the new document. The requirement for new or additional documents may be based on, but not limited to: Legislative requirements; Suggestions from workers; Suggestions from the Health and Safety Committee (if in place); System failures reported or identified during incident investigations; Internal or external audit findings; Outcomes of workplace inspections and monitoring; Industry or organisational best practice; or Changes in business activities and or structure. The development of all documents shall include consultation and communication with workers who perform the work to ensure key risks are identified. All Safe Operating Procedures (SOPs) must have a risk assessment conducted which will usually be in the form of a Job Safety Analysis (JSA). For Work Health and Safety documents, draft documents shall be made available through the (Health and Safety Committee if in place, or through toolbox meetings) and Management Team for consultation prior to being approved and controlled. Document Format Note: The below formats are an example only. The formats used may need to be modified / adjusted to suit your operational needs. Policies The following standard format shall be used for all Policies: Purpose and Scope; and Responsibilities. All (insert company name) policies shall be signed by (senior most person e.g. Chief Executive Officer, Managing Director) and dated. Work Health and Safety Procedures The following standard format shall be used for all Work Health and Safety Procedures: Title; Purpose; Scope; References; Definitions; Responsibilities; Procedure content; Performance measures (where applicable); Appendices (where applicable); and Review. Safe Operating Procedures The following standard format shall be used for all Safe Operating Procedures: Title; Task Description; Competencies required; Tools and Equipment; Chemicals and Substances; Isolations required; Permits required; References; Procedural steps; Hazards; Risk controls; and Acknowledgement sign off. Document Properties All (insert company name) shall display the following document properties: Document control number; Version number; Issue date; Review date; Document Owner; and Document approver. Consultation and Communication Consultation on new or revised documents is required prior to approval. The key method for consultation is through the established (Health and Safety Committee if in place, or through toolbox meetings). Evidence of consultation shall be documented through meeting minutes, memorandums or emails and records maintained. Feedback shall be reviewed and incorporated into draft documents, where relevant, and a final draft prepared by the Document Controller for approval. Document Approval New or revised final draft documents shall be approved by the (insert senior management position e.g. site manager). Once approved, the final controlled document shall be released by the Document Controller via the (insert how e.g. Company intranet, site notice board, company electronic server, etc.) and communicating requirements to relevant personnel to allow implementation. Document Review All documentation that forms part of (insert company name) Safety Management System shall be formally reviewed at least once every three years in order to ensure it is still up to date. Reviews may be scheduled or unscheduled. The review shall ensure that the following is considered: The continuing suitability and relevance of the documentation; The accuracy and clarity of the documentation; Compliance with current legislative requirements; The effectiveness of the document in achieving desired outcomes; Identified areas requiring improvement; The creating of any new documents and removal of obsolete documents; and The status / currency of any attachments / references included in the documents. Obsolete Documents Obsolete controlled documents are those which are no longer required, replaced or superseded as determined by the needs of the Safety Management System. Obsolete documents may be identified as part of the review process and shall be removed from the website and appropriately archived to prevent unintended use. Archived documents must be retained and accessible for system evaluation and legal purposes. All documentation identified as obsolete shall be removed from points of issue by the Document Controller, archived electronically (if applicable) or in hard copy and retained for system evaluation purposes and legal requirements (where relevant). Document Control Register A Document Control Register shall be maintained by the Document Controller for all (insert company name) documentation created or modified. The Document Control Register shall include the following information: Document number; Document type; Document title; Issue date; Revision number; Description; Review date; and Owner. Records Management The purpose of Record Management is to ensure that business activity records of evidential quality are created, managed and disposed of in accordance with legal requirements. Records can include, but are not limited to, the following: Work health and safety local action plans; Internal evaluation reports; Hazard and other registers; Corrective actions registers; Workplace inspections; Risk assessments; Training needs analysis and plans; Incident / Hazard reports; First Aid treatment; Licensing and certification; Registrations; Health and Safety Committee meeting agendas and minutes; Training and induction checklists; Performance management plans; Emergency evacuation reports; Maintenance, inspections and testing; Health monitoring reports and testing; Research approvals / authorisations; and Claims management and Rehabilitation case records. Note: The above list is an example and shall need to be modified to suit your operation. Records Retention Records shall be retained in accordance with the retention schedule set out in Appendix A of this procedure. Business Critical Company Email or Company Email received by and issued from the organisation shall be retained in the (insert location) if they carry information or evidence that is required for legal or other purposes, (e.g. Issue and receipt of a report to stakeholders or regulatory bodies, and / or evidence of when a particular stakeholder or regulatory request was received). It is unnecessary to retain email of a temporary nature. Records Storage All controlled documents are to be stored within the appropriate document libraries in / on the (insert location e.g. Company server) and made available to all workers via the (insert how e.g. Company intranet, site notice board, company electronic server, etc.). These files are stored on an electronic server system which is regularly backed up and archived. A library of external documents shall be maintained in / on the (insert location e.g. Company server) for access by workers. This may include: Legislation (Acts and Regulations); Approved Codes of Practice; Australian Standards; Guidelines; Industry Codes; and Any other external document referenced in the Work Health and Safety Documentation. Records may also include externally produced documentation, such as external consultancy reports, statutory compliance notices or safety data sheets used as part of a work health and safety activity. Records generated may be in the form of hardcopy or electronic media. Records must be stored in an orderly manner, be easily identifiable to facilitate their efficient and effective retrieval / replacement by any authorised person for purposes such as: Analysis / investigation; Internal / external evaluation; Evidence of legal compliance; Evaluation and review; and Training needs. FURTHER ASSISTANCE MAQOHSC Work Health and Safety Specialists are available to provide further advice and assistance on all Work Health and Safety matters. MAQOHSC Work Health and Safety Specialists are able to be contacted via our website at  HYPERLINK "http://www.maqohsc.sa.gov.au" www.maqohsc.sa.gov.au or email  HYPERLINK "mailto:maqohsc@sa.gov.au" maqohsc@sa.gov.au. ADDITIONAL INFORMATION Work Health and Safety Legislation, Codes of Practice, fact sheets, Health and Safety Representatives (HSR) information and guides can be found at the following websites: SafeWork SA  HYPERLINK "http://www.safework.sa.gov.au" www.safework.sa.gov.au or call 1300 365 255 Safe Work Australia  HYPERLINK "http://www.safeworkaustralia.gov.au" www.safeworkaustralia.gov.au or call 1300 551 83 Appendix A: Retention Schedule of Records ElementDocument DescriptionRetention TimePolicyWork Health and Safety PoliciesLife of Mine / Quarry Archive electronically. Destroy 10 years after mine closureLegal and Other RequirementsWork Health and Safety Legal Compliance RegisterLife of Mine / Quarry Archive electronically. Destroy 10 years after mine closureWorkers Compensation RecordsLife of Mine / Quarry Destroy 30 years after employment ceasesNotifable Incidents 5 years from date of incident then archiveAccidents, Incident Forms and InvestigationsLife of Mine / Quarry Destroy 30 years after employment ceasesIncident / Injury RegistersLife of Mine / Quarry Archive electronically after mine closureRecords relating to breaches or failure of the company to meet compliance requirementsLife of Mine / Quarry Archive 2 years after actions completeBonds and LiabilitiesLife of Mine / Quarry Archive once legal liabilities have been metRoutine reports to Government AgenciesLife of Mine / Quarry Destroy 10 years after action completeRecords relating to the management of risks associated with equipment required under Work Health and Safety legislationLife of Mine / Quarry Archive electronically after equipment decommissionedStatistics submitted to Government AgenciesArchive 2 years after action completeRoutine correspondence, including minor complaints and suggestionsDestroy 10 years after actions completeGeneral insurance recordsArchive policy after superseded and Destroy after 7 years Records relating to pest controlDestroy 10 years after actions complete Registered plant (mobile cranes, hoists, boom type elevated work platforms, gantry cranes >5t) 5 yearsAsbestos work 40 years from date of last entryHazard Identification and Risk ManagementRecords relating to the implementation of practices within the Company Life of Mine / Quarry and archive when superseded Hazard and Risk RegisterLife of Mine / QuarryImprovement PlanningRecords relating to the development and provision of strategic, corporate or business plans for the organisationLife of Mine / Quarry Archive 2 years after action completeHealth Safety Environment Management PlansLife of Mine / Quarry Archive electronically 2 years after actions completedObjectives and TargetsLife of Mine / Quarry Archive electronically 2 years after actions completedTraining Competency and AwarenessTraining and competency records, including traineeships, apprenticeship recordsPlace on personnel training files, in (insert location e.g. Company server) Archive after worker has ceased employmentSupplier and Contractor ManagementRegisters of contractors and suppliers7 years DestroyRoutine Correspondence2 years Destroy after actions completeRecords relating to hiring and use7 years Destroy after actions completeDocumentation and Document ControlDocuments relating to procedures, plans, registersLife of Mine / Quarry Archive when supersededCommunication and ConsultationRoutine correspondence2 years Destroy 2 years after actions completedExternal Committees in which the Company has significant involvementArchive 2 years after actions completeConfirmed minutes, agendas, reports, submissionsLife of Mine / Quarry Archive after actions completeRecords relating to the establishment and training of Work Health and Safety CommitteesLife of Mine / Quarry Archive after actions complete Database of complaints and communicationsLife of Mine / Quarry Maintain and archiveSuggestions from personnel2 years Destroy 2 years after actions completeOperational ControlRecords relating to the implementation of Work Health and Safety Systems and Procedures10 years Destroy 10 years after actions completeMaster copy of procedure manualsLife of Mine / Quarry Archive after supersededVoting materials for Health and Safety Representatives, including notices, nomination forms, ballot papersRemain on file until next round of elections then destroyTask related training information in relation to provision of information, instruction and training where the work involves any plant, substances or activity that is a risk to health or safety.5 years from the date of the last entry or a worker ceases employment then archive Test results for supply of hired / leased plant So long as the person hires or leases the plant to other persons.Mine RecordLife of Mine / Quarry Archive after 7 yearsManagement of ChangeChange ManagementLife of Mine / Quarry Archive 2 years after actions completeEmergency ManagementEmergency Management PlansLife of Mine / Quarry Archive after supersededEmergency drillsLife of Mine / Quarry Maintain in electronic database (insert location e.g. Company server)Training of emergency response personnelLife of Mine / Quarry Maintain in individual files and (insert location e.g. Company server) Measuring and MonitoringCalibration data, field sheetsLife of Mine / Quarry Archive after 2 years if actions completeAir Monitoring Results30 years after the date the record was made then archiveHealth Monitoring (noise, dust, lead, dpm)30 years after the date the record was made then archive for the life of the Mine / Quarry Records relating to remedial actions taken as a result of inspections, audits or other actionsLife of Mine / Quarry Archive after 2 years if actions completeNon Conformance, Incident and Action ManagementRecords of hazard reports, inspections, audits and investigationsLife of Mine / Quarry Maintain in database (insert location e.g. Company server) First Aid Registers of injuries and treatments 30 years Destroy 30 years after employment ceasesWork related injury claims / compensations30 years Destroy 30 years after employment ceasesRecords relating to accidents to members of the public not resulting in Workers Compensation claims 30 years Destroy after 30 years Records of accidents and damage occurring to premises7 years Destroy after 7 yearsRecords relating to illegal entry of premises and resulting damage and / or theft7 years Destroy after 7 yearsRecords relating to accidents in which vehicles maintained or used by the Company are involved30 years Destroy after 30 yearsData and Record ManagementAdministrative records relating to the hiring and use of consultants, including: copies of the specifications; quotations; copies of the contract; payment / accounting records; summaries of consultant evaluationsDestroy 7 years after action complete i.e. the completion of the contract. Where consultants have been involved in research and development projects these records should be kept for the length of the rest of the project recordsRoutine installation, maintenance and repair records, excluding maintenance / servicing contractsDestroy 5 years after action completeAttendance records (electronic or paper)Life of Mine / Quarry Archive 2 years after action completeRecords relating to administrative matters and material held for information purposes only, including housekeeping and work area inspectionsDestroy 2 years after action complete Records relating to the acquisition of vehicles through any means, including purchase and leaseDestroy 7 years after action completeRecords relating to the disposal of vehicles through any means, including sale, transfer, auctionDestroy 7 years after action complete Records relating to repairs and maintenance (excluding maintenance contracts). Includes registration recordsAt least 5 years or as directed in Codes of Practice Test and Tag records Electrical Fire Equipment Chains and SlingsUntil the next test date then archive until removed from service or decommissionedVentilation systems monitoring and testing 7 years then archive for the life of Mine / QuarryPlant risk assessments Life of equipmentResidual Current DevicesUntil the next scheduled test or permanently removed from servicePlant with presence-sensing safeguarding system5 years or the life of the plant or until the person relinquishes control of the plant or it has been alteredWorking on energised electrical equipmentRisk Assessment - 28 days then archiveSafe Work Method Statements - Electrical WorkUntil completed then archive Performance AssessmentsRecords relating to the implementation of Performance Management at the CompanyLife of Mine / Quarry Archive after 2 yearsRecords relating to program evaluationLife of Mine / Quarry Archive 2 years after actions completeAuditsRecords relating to external auditsLife of Mine / Quarry Archive 2 years after actions completeRecords relating to internal auditsLife of Mine / Quarry Archive 2 years after actions completeRecords relating to other audits or functions of the operation carried out by the CompanyLife of Mine / Quarry Archive 2 years after actions completeRecords relating to certification of the Companys systems by external organisationsLife of Mine / Quarry Archive 2 years after actions completeManagement ReviewMaster set of minutes, agendas, reports, submissions and other meeting papersLife of Mine / Quarry Archive 2 years after actions complete Revision This Procedure will be revised as required and at no later than two years from the date of last major revision RevisionReview / Edit DateReason for ReviewBy whom reviewed Signed:(insert senior management position e.g. site manager) Date:     Document and Records Management Template Work Health and Safety Resource Manual Page  PAGE \* 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