A health and safety file contains all the documents your organisation needs to manage workplace health and safety in line with the requirements set down by the Occupational Health and Safety (OHS) Act 85 of 1993. It is a practical, working file; not something that is compiled once and then forgotten about. When used and maintained correctly, a health and safety file guides your organisation in planning, implementing, and managing its health and safety system.
What should a health and safety file contain?
Although the purpose of the health and safety file is consistent across workplaces, the exact content should reflect the organisation’s specific operations and risks. Therefore, be wary of any OHS Practitioner or OHS company that offers to sell you a ‘one-size-fits-all’ health and safety file; these packages are unlikely to meet your company’s unique needs and may result in a status of non-compliance with the OHS Act.
Depending on your environment and the type of work you perform, your organisation will generally require one of two types of health and safety files: a generic (office) file or a site-specific file.
1. The generic or office health and safety file
A generic or office health and safety file houses your business’ health and safety documentation. The OHS Act requires every employer, regardless of industry, to have the necessary documents in place to manage, control, and monitor health and safety in the workplace. Your health and safety file ensures your organisation can demonstrate compliance and show that health and safety processes are functioning and actively managed.
A generic or office health and safety file should include at least the following:
- Health and Safety Policy documents
- Health and Safety Team organogram
- Health and Safety Team appointment letters
- Health and Safety Team training certificates and records
- Health and Safety Committee records and meeting minutes
- Risk assessment documentation
- Monthly/quarterly workplace health and safety inspection records/checklists
- Incident reports and investigation records
- Emergency preparedness documentation and evacuation drill records
- Health and safety contractor management procedures and records
- Company communication and newsletters relating to workplace health and safety
- Letter of Good Standing and Certificates of Compliance (CoCs)
- Emergency contact information
- Any other relevant health and safety documentation specific to your organisation
2. The site-specific health and safety file
A site-specific health and safety file is compiled for work carried out at a particular location, especially when contractors, specialised tasks, or higher-risk activities are involved. Like a generic or office health and safety file, a site-specific health and safety file is also a legal requirement under the OHS Act. However, the key distinction is that a site-specific health and safety file must comply with the client’s own health and safety standards and requirements as outlined in the Section 37(2) contractor’s agreement.
The site-specific health and safety file normally contains:
- Relevant health and safety policies
- Relevant health and safety procedures
- Relevant health and safety training records
- Method statements
- Site-specific risk assessment documentation
- Material Safety Data Sheets (MSDSs)
- Letter of Good Standing
- Section 37(2) contractor’s agreement
- Medical certificates
- Any other documentation required by the client
Who can help you compile a compliant health and safety file?
If you are considering using an external consultant to assist you in putting together your health and safety file, choose carefully. Poor-quality providers often charge high fees for copy-and-paste documents that do not reflect your actual operations.
Take the time to research potential OHS management service providers and select a competent, reputable OHS Practitioner who can help you produce a health and safety file that is compliant with the requirements of the OHS Act. Remember, your health and safety file is a vitally important set of documentation: it plays a central role in the actual implementation of health and safety in your organisation.
Essential health and safety personnel requirements
Having a comprehensive health and safety file is only one aspect of OHS compliance. The OHS Act requires employers to actively implement, manage, monitor, and improve the organisation’s health and safety systems. This requires trained Health and Safety Team members, including:
- The CEO (16.1 Appointee)
- A designated 16.2 Appointee responsible for implementing health and safety on behalf of the CEO
- Health and Safety Manager or Supervisor
- Health and Safety Representatives
- Certified First Aiders
- Fire Wardens
- Evacuation Marshals
- A competent risk assessor
- An appointed incident investigator
Get expert support to achieve full OHS compliance
Simply having a health and safety file does not make your organisation compliant with the OHS Act. Full OHS compliance requires integrating health, safety, and risk management into daily operations and building a culture where all employees play a role. The goal is to create a workplace where risks are identified, controlled, and reviewed continuously to ensure a healthy and safe work environment for all.
If your organisation needs assistance with developing, implementing, or maintaining a comprehensive health and safety management system, First Aid, Fire and Safety Training (FAFST) can provide the expertise and support needed.