Keeping records

Keeping records and using the information to make improvements are fundamental to any management system — ‘if you don’t measure (and record) it, you can’t manage it’.

Many health and safety regulations require records to be maintained, generally concerning risk assessments, health surveillance, and training and monitoring of engineering controls (e.g. Local Exhaust Ventilation (LEV) installations). (See health and safety management systems.)

The following list indicates subject areas where there is a legal requirement to keep records:

• ionising radiations (see hazardous substances);
• reports submitted under the RIDDOR Regulations (see accidents);
• accident details in a BI 510 accident book (see accidents);
• noise assessments (see noise);
• health surveillance on vibration hazards (see vibration);
• health surveillance under COSHH Regulations, particularly for carcinogens, occupational dermatitis and occupational asthma (see hazardous substances);
• fumes from rubber processes (see hazardous substances);
• water treatment (control of Legionnaires’ disease) (see hazardous substances);
• movement of hazardous waste (see Environmental Guide);
• spraying isocyanates (see hazardous substances);
• training of employees (see health and safety management systems);
• all health-related risk assessments including manual handling, ergonomics and display screen equipment (see risk assessments); and
• monitoring of LEV performance (see hazardous substances).

If any of these activities apply to the operations in your business, you should find further details from the appropriate HSE Approved Code of Practice or Guidance document. Also see the HSE website or contact the HSE Infoline on 0845 345 0055.

All records should be maintained in accordance with the Data Protection Act.