The Importance of Documentation in an Occupational Health and Safety Management System

This episode of the IHSA Safety Podcast discusses the importance of documentation in an occupational health and safety management system (OHSMS) and features IHSA’s Adam Carruthers, who shares his experience in writing policies, procedures, and processes.

Adam discusses the critical need to have documentation in an OHSMS, particularly for small businesses. Smaller companies often face a higher risk of injuries due to insufficient knowledge, training, and experience in health and safety. It is this concern that led to the legislation that requires an employer with more than 5 employees to prepare a health and safety policy.

Documentation provides structure, supports compliance through consistent application, enhances communication, and facilitates continual improvement, ultimately contributing to a safer, healthier, and more effective workplace. Preparing documentation does not have to be complicated; Adam emphasizes that it’s essential to keep its development process simple and easy to understand. A health and safety policy should include the purpose, scope, definitions, responsibilities, procedure or practice, training requirements, associated documents, and any applicable legislation.  

For small businesses that are expanding and unsure about where to start with documentation and policies, Adam recommends starting with a certification standard for health and safety systems, such as the Certificate of Recognition (COR®), as more municipalities, constructors, clients, and organizations require such systems. This not only prepares the business for future contracts, but also lays the foundation for safe work behaviours and attitudes.

Free Resources

Policy and Program Templates

COR® – Getting Started

Hazard Assessment, Analysis, and Control (COR® Podcast – Episode 6)

Construction Health & Safety Manual

NCSO® and NHSA™ Certifications

WSIB's Health and Safety Excellence Program

Road Safety Solutions

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