1 WHS PROCEDURE . Document Control & Record Management Purpose Definitions Roles and Responsibilities PROCEDURE for Document Control & Record Management 1. Electronic Format 2. Document Creation 3. Document Review 4. Obsolete Documents 5. Document Format 6. Document Properties 7. Consultation & Communication 8. Document Approval Process 9. Document Control Register 10. Record Management References Further Assistance Purpose The purpose of this PROCEDURE is to outline the process for Work Health and safety (WHS) Document Control and Record Management at the University in accordance with WHS and other related legislative and University business system requirements. This PROCEDURE describes: the methodology for ensuring that University safety management system documentation is current and suitable for use by schools, institutes, units, centres, administrative and support areas.
2 This includes the process to be followed for: o document creation o document review o modification and update of documents (where necessary) that ensures the relevant competent personnel or parties are consulted and given a genuine opportunity to provide input prior to approval o identification of documents to ensure the most current versions are identifiable, legible and available at points of use o the prevention of unintended use of obsolete documents o document approval prior to issue o communication of approved new or modified documents to relevant personnel. the process for managing WHS and Injury Management (IM) records that form part of the safety management system and are generated as part of University business. WHS & IM records shall be maintained, archived and disposed of in accordance with legislative requirements, the State Records Act General Disposal Schedule and the University records management system.
3 Definitions WHS Documentation is important for the success of the University safety management system allowing for consistency and uniformity in applying health and safety in the workplace. Typical documents include plans, policies, procedures , guidelines and forms that define the System. A controlled document or record any document for which distribution and status are required to be kept current by the issuer to ensure that authorised holders or users have the most up to date version available. Document Control & Record Management PROCEDURE , , June 2013 safety & Wellbeing Team Page 1 of 15. Disclaimer: Hardcopies of this document are considered uncontrolled. Please refer to the safety & Wellbeing website for the latest version. WHS PROCEDURE .
4 Document control the process established in this PROCEDURE to define controls needed for the management of WHS&IM documentation. Records information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business' (AS ISO Australian Standard Records Management Part 1: General). Records of WHS & IM activity are generated as part of University business and reflect what was communicated or decided or what action was taken. Records Management the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records' (AS ISO Australian Standard Records Management Part 1: General).
5 Retention Period a specified period for which a record must be kept before it may be destroyed. Roles and Responsibilities Manager Wellbeing & Employee Benefits is responsible for: The custodianship of the University safety management system controlled documentation The process of developing, approving and reviewing system documentation and ensuring the currency of such documentation is maintained and accessible on the safety & Wellbeing website Establishing an effective system of communicating requirements outlined in this PROCEDURE to University personnel Ensuring effective systems are provided to assist the process of maintaining records. Head of School, Director of a Unit, Research Institute or Centre and Division Directors are responsible for: Ensuring the requirements of this PROCEDURE are implemented at the local level and in accordance with managing records as part of implementing the Health and safety Local Action Plan Allocating sufficient resources by appointing a person (custodian) within the workplace to establish and maintain controlled documentation for use at the local level and keeping records of health and safety -related business activities in accordance with this PROCEDURE .
6 Appointed Person (Custodian) is responsible for: Ensuring WHS system documents for local use are current and accessed from the safety &. Wellbeing website Ensuring WHS system documents created or modified for local use are controlled and maintained in accordance with this PROCEDURE Ensuring workplace records that are generated are managed so that they properly and adequately record evidence of the WHS & IM-related business activities of the work functions for the area of responsibility. Employees are responsible for: Complying with this PROCEDURE and related advice in the use of system documentation and records generated as part of WHS & IM-related business activities in the workplace. PROCEDURE 1. Electronic Format All documentation that is used or introduced to the safety & Wellbeing website forms part of the University safety management system.
7 This documentation is maintained in a controlled electronic format and only current versions of documentation are made available on the website. Where workplaces have established local websites/SharePoint teamsites, the safety & Wellbeing website link shall be provided for local employees to ensure accessibility to current and reliable system documentation. Document Control & Record Management PROCEDURE , , June 2013 safety & Wellbeing Team Page 2 of 15. Disclaimer: Hardcopies of this document are considered uncontrolled. Please refer to the safety & Wellbeing website for the latest version. WHS PROCEDURE . 2. Document Creation The requirement or need for new or additional documentation to be introduced to the safety management system may be initiated by the Senior Management Group (SMG), Manager Wellbeing & Employee Benefits or by recommendation of the University HS&IM Committee.
8 The requirement or need may be based on, but not limited to: legislation WorkCover Code of Conduct and Performance Standards for Self Insurers identified system failures reported or identified during incident investigations internal/external evaluation findings outcome of system reviews suggestions from employees or consultative arrangements changes to University business activities and/or structure industry or organisational best practice initiatives. 3. Document Review Any controlled system documentation requires regular review (at least every 3 years) to ensure currency with internal/external requirements and continuous improvement in the provision of an effective system to meet the business needs of the University . Requirements for review and update are based on, but not limited to, the criteria outlined in Section 2 above.
9 The review process includes consideration of the following: suitability and relevance to the workplace and the University identified areas requiring improvement effectiveness in achieving desired outcomes, in particular where non-conformance or corrective action is required compliance with legislative requirements. 4. 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. Locally owned or developed health and safety documentation identified as obsolete shall be removed from points of issue by the workplace (appointed custodian), archived electronically (where possible) or in hard copy and retained for system evaluation purposes and legal requirements (where relevant).
10 5. Document Format All WHS procedural documentation is created or modified using a standard format. Exceptions to the standard document format outlined in this PROCEDURE include: Policy documents that are required to observe the University Policy standard format Business related documentation in which health and safety content is integrated and another standard format is followed WHS forms and checklists that use an alternate standard format Any guidance material approved by the Manager Wellbeing & Employee Benefits and other information/communication newsletters, brochures, notes, posters, etc. The following standard format is applicable to all WHS procedures : Title Purpose Definitions Roles and responsibilities Procedural content Performance measures (where applicable).