April 6, 2023
Record Keeping
As an employer, you’re required to keep health and safety records and statistics on file, including inspections, incident investigations, first aid treatments, and training records.
Why Health & Safety Record Keeping Matters
Keeping clear, organized health and safety records is part of demonstrating your commitment to worker well-being and regulatory compliance. Accurate documentation can help you:
- Identify trends in hazards or unsafe work practices so you can take action before incidents happen again
- Track progress and measure the effectiveness of your health and safety program over time
- Prove due diligence in the event of an inspection, claim, or legal challenge
- Provide real-life examples for education, training, and future prevention planning
- Support and strengthen your case in the event of a disputed WorkSafeBC claim.
Strong record keeping not only protects your business, it builds trust, supports training, and strengthens your overall safety culture.
Key Record Retention Timelines
Use the following table as a guide to how long various types of records should be kept. Some timelines are legal requirements under the Workers Compensation Act or OHS Regulation; others are considered industry best practice.
| Document | How Long** |
|---|---|
| Records of any Meetings where safety topics were discussed (manager or staff meetings) | 1 year |
| Worker Health and Safety Orientation and Training Records (forms must identify date, attendees, topics covered) | 7 years (beyond end date of employment) |
| Disciplinary Action Forms | 7 years |
| Hearing tests | 7 years (beyond end date of employment) |
| Inspection Reports and Corrective Actions | 1 year |
| Equipment Logbooks and Maintenance Records | 1 year (beyond end of use date) |
| Near Miss Reports | 3 years |
| First Aid Records | 3 years |
| Claims Management Records (Form 7, Incident Investigations, Corrective Actions | 3 years |
| Emergency Drill Records and Corrective Actions | 2 years |
| Joint Health and Safety Committee Meeting Minutes or Worker Safety Rep Documents | 2 years (beyond date of meeting) |
| Safety Committee / Safety Representative Training Records | 2 years (beyond worker’s serving time) |
| Subcontractor Qualifications and Orientation Checklists | 7 years |
Note: **Various timelines listed above are legally required and some are only industry best practices. Be sure to fulfill your responsibility of document retention through researching and confirming with legal representation.
More Information
- Basics of Due Diligence Infosheet (WorkSafeBC)
- BC Occupational Health & Safety Records (Government of BC)
- Occupational Health and Safety Regulation, section 3.3(f), Contents of OHS Program
Need Help?
We’re here to support you at any stage of the process. Contact us for guidance, templates, or one-on-one support tailored to your business.
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