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 keep records?
Maintaining accurate records can help you do the following:
- Identify trends for unsafe conditions or work practices so can you find solutions for these potential hazards.
- Measure improvement in your health and safety program.
- Provide proof of due diligence if someone tries to hold you liable for an incident.
- Provide material for education and training.
- Assist your case in a disputed WorkSafeBC claim.
Requirements for records and statistics
The following table specifies how long you must keep records and statistics.
| 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 |
**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.
For more information:
- Due Diligence Checklist (WorkSafeBC)
- Occupational Health and Safety Regulation, section 3.3(f), Contents of [OHS] Program (WorkSafeBC)
- BC Occupational Health & Safety Records (Government of BC)
