• Safety Basics

  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.

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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.

 

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