Record Retention Schedule for OHSMS

Overview

This schedule outlines the minimum retention periods for various types of documents within an OHSMS. It helps ensure compliance with legal standards and supports effective management practices.

Document Type	Retention Period	Reason for Retention Period	Disposal Method
Health and Safety Policies	Permanent	Regulatory requirement; historical reference	N/A
Risk Assessments	7 years	Legal obligations; audit purposes	Secure shredding
Safety Training Records	5 years after employment ends	Legal requirements; training verification	Secure shredding
Incident Reports	10 years	Legal and insurance claims	Secure shredding
Audit Reports and Action Plans	7 years	Compliance with safety standards	Secure shredding
Meeting Minutes (Safety Committees)	5 years	Documentation of compliance efforts	Secure shredding
Medical Surveillance Records	30 years or as required by law	Employee health monitoring; regulatory compliance	Secure shredding
Inspection Records	5 years	Regulatory compliance; operational review	Secure shredding
Workplace Exposure Records	30 years or as required by law	Long-term health risk monitoring	Secure shredding
Employee Training Certificates	5 years after employment ends	Proof of qualification and compliance	Secure shredding
Emergency Response Plans	Permanent	Critical for ongoing safety management	N/A
PPE Issue Records	5 years	Compliance and safety equipment tracking	Secure shredding
Contractor Safety Records	7 years	Contractor management and legal compliance	Secure shredding

Notes:

Permanent: Documents with a "Permanent" retention period should be preserved indefinitely due to their ongoing relevance or legal requirement.
Secure Shredding: Documents containing sensitive or personal information should be disposed of through secure shredding to protect confidentiality.

Implementation Tips:

Regular Review: Periodically review the retention schedule to ensure it remains compliant with current laws and relevant to organizational changes.
Digital Archiving: Consider using digital storage solutions for long-term archiving, which can provide security, ease of access, and space efficiency.
Employee Training: Train employees involved in document management on the importance of adherence to the retention schedule and proper document handling procedures.
Audit and Compliance: Incorporate document retention into your regular audits to ensure compliance with the schedule.

This Record Retention Schedule provides a foundational framework for managing the documents within an OHSMS, ensuring both compliance and efficient management of critical safety information.