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Posted By Wayne P
We are implementing OHSAS 18001 and are looking at the Document and Data Control requirements, in particular how long we keep safety documents/results for.
I understand the legal requirements such as OH records, COSHH, Employer Liability Certs and LOLER/Pressure testing records etc. But it is the documents with no legally defined retention period.
Has anyone got a list of documents with how long you keep them for.
I'd be interested in your thoughts on how long you would keep completed Permits to Work, visitor signing in forms etc.
Thanks,
Wayne
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Posted By Darren (Daz) Fraser
If there is not a legal retention time, you as the organisation set your own time limit.
For example, PTW - retain for 12 months if that is acceptable to your organisation.
However an area that does get overlooked in this element is ensuring that only the current document is in use. If electronic, fairly easy to ensure only current is in use, if however printed and / or copied and then stored in someone locker, more difficult to control.
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Posted By garyh
I would recommend a document retention policy -keep documents for a length of time appropriate to the legal, risk aspects etc. This should fulfil the requirements internally and externally.
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Posted By Clive Lowery
Wayne,
We keep all H & S Documentation for a minimum of three years.
Why? Claims can be submitted upto three years after the event. What we often think is not relevant can and often does shed light on some rather dubious claims.
Example:
Self Employed Operative says he injured himself whilst at work and was unable to work for the next two weeks.
We have weekly labour return to show he was at work the next day/week/month, in addition to our toolbox talk register that they signed and of course his invoice to us (Thick or what)
Actually got a letter from the insurers solicitor commenting on how well our proceudres had prevented a faudulent claim.
Sadly did not get a reduction in our premium!
Advice is three years minimum.
Regards
Clive
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