Get the free WHS Document Management Procedure V11

WudinnaDistrictCouncil WorkHealth&Safety&InjuryManagement Version No: WHSDocumentManagement Procedure Issued: 1.1 10October2013 Reviewed: NextReview: 10October2015 1. Overview ThepurposeofthisprocedureistoprovideminimumstandardsforhowWudinnaDistrictCouncilwillmaintainits

How to fill out whs document management procedure

How to fill out a WHS document management procedure?

1. Begin by understanding the purpose of a WHS document management procedure. This procedure outlines how documents related to workplace health and safety (WHS) should be managed, including creation, revision, distribution, and retention.
2. Determine which documents need to be included in the WHS document management procedure. This may vary depending on the nature of your organization and its specific WHS requirements. Common documents to consider include policies, procedures, risk assessments, incident reports, and training records.
3. Start by creating a clear and concise title for the WHS document management procedure. This title should accurately reflect the purpose of the procedure.
4. Define the scope of the procedure. Specify the departments, locations, or individuals to whom the procedure applies. This will ensure that everyone understands their responsibilities in managing WHS documents.
5. Outline the responsibilities and roles of the personnel involved in the WHS document management process. This may include managers, supervisors, WHS representatives, and employees. Clearly define their responsibilities for document creation, revision, approval, distribution, and storage.
6. Detail the steps for creating and revising WHS documents. Identify the process for document review, approval, and version control. This will ensure that only the most current and accurate versions of documents are used.
7. Specify how documents should be organized and stored. This may involve both physical and electronic storage methods. Outline naming conventions, file structures, and file formats to maintain consistency and ease of retrieval.
8. Define the process for document distribution. Determine who needs to access the documents and how they will be shared. Consider using a centralized document management system or an intranet portal to streamline access and collaboration.
9. Address document retention and disposal requirements. In accordance with legal and regulatory obligations, specify how long documents should be retained and when they can be safely disposed of.
10. Include procedures for document retrieval and archiving. This should outline how to locate and retrieve specific documents when needed, as well as the process for archiving outdated or superseded documents.

Who needs WHS document management procedure?

1. Organizations of all sizes and industries that prioritize workplace health and safety require a WHS document management procedure. It ensures that all relevant documents are properly managed and readily accessible to employees.
2. Employers who need to comply with WHS regulations and standards set by government agencies or industry bodies should have a documented procedure in place. This helps in demonstrating due diligence and maintaining a safe working environment for employees.
3. Managers and supervisors responsible for implementing and enforcing WHS policies will benefit from a clear and comprehensive document management procedure. It assists them in effectively managing safety-related documents and distributing vital information to their teams.
4. WHS representatives and committees that play a role in overseeing workplace health and safety should be familiar with the organization's WHS document management procedure. This allows them to actively participate in document creation, review, and distribution.
5. Employees who work in environments where WHS is a significant concern should understand the document management procedure. It promotes their involvement in maintaining safety standards, encourages reporting of incidents, and enables them to access relevant information when needed.

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