Document Control and Recordkeeping at UNSW
The University’s primary policy in relation to Document Control, which outlines the essential requirements for document control at UNSW, is the UNSW Policy Framework Policy and Policy Framework Procedure. Further information on UNSW document control management can be found on the Governance website under Policy Framework.
The University’s primary policy in relation to Recordkeeping, which outlines the essential requirements for recordkeeping at UNSW, is the UNSW Recordkeeping Standard and Recordkeeping Policy. UNSW’s recordkeeping responsibilities are primarily defined by the State Records Act and Regulation. Further information on recordkeeping at UNSW can be found on Records and Archives Office website.
The tables provided below are a guide to assist you with the recommended timelines for keeping work health and safety record
Example of Central Records and proposed dates for disposal
| Type of Records | By Whom? | Retention Period |
|
Audit Reports internal or external, including
|
Audit Office | 6 years after action completed |
| Records relating to routinely conducted inspections of hazardous substances in the workplace to ensure or check compliance with regulations, standards etc for their management and use. | Record Generator | Retain minimum of 75 years after action completed |
| Records relating to audits of processes and systems to detect the presence of hazardous substances or conditions in buildings or land. | Record Generator | Retain minimum of 75 years after action completed |
| Records relating to inspections to determine whether asbestos or other hazardous substances are present in buildings or land. | Unit Responsible for Inspection | Retain minimum of 75 years after action completed, or if property sold transfer to new owner |
|
University level 1 H&S Committee Meetings Minutes including:
|
HSE Manager & Governance | 10 years |
| Radiation Safety Committee meetings and associated tabled documents including project approvals | RECS | 20 years |
| Biological Safety Committee meetings and associated tabled documents including project approvals | RECS | 20 years |
|
Hazard / Incident Reports including
|
HSE Manager |
Serious injury - 75 years after action completed Death - 25 years after date of death or 7 years after action completed Other - 25 years after action completed Members of the public - 15 years after action completed |
|
Compliance with court orders or notices e.g.
|
Legal Office | 10 years |
| Reports on air monitoring and health surveillance when risk assessment indicates it should be undertaken or long-term health effects are possible e.g. carcinogens, lead | Unit Responsible for monitoring | 30 years (store via Employee records) |
| Individual medical examination reports (e.g. fitness for duty) | HR | 7 years after employment ceases |
Records relating to health surveillance of employees exposed or at risk of exposure to hazardous or carcinogenic substances or conditions, including asbestos or cytotoxins and lead. Records include:
|
Unit responsible for monitoring | Retain minimum of 75 years after action completed (store via Employee records) |
|
Asbestos health monitoring records in relation to a worker carrying out work for the business or undertaking are kept as a confidential record |
Unit responsible for monitoring |
At least 40 years after the record is made (store via Employee records) |
| H&S Training Register | PiMS | 75 years after last entry |
|
Copies of individual qualifications, certificates of competency, statements of attainment etc where these relate to occupational health and safety training or are required by employees as part of employment conditions or to perform their duties. |
Unit Manager Responsible |
Retain minimum of 75 years after date of birth or minimum of 7 years after employment ceases, whichever is longer (can be stored via Employee records) |
| University Asbestos Register | Estate Management | 75 years |
| Asbestos removal control plan | Estate Management | 75 years |
|
Records of asbestos training |
Estate Management | While the worker is carrying out the work, and for 5 years after the day the worker ceases working for the person |
|
An asbestos removal license or asbestos assessor license |
Estate Management | Takes effect on the day it is granted and, unless cancelled earlier, expires 5 years after that day |
|
Records related to contractors involved in construction / maintenance |
Estate Management | 7 years |
| Construction WHS management plan | Estate Management | Until the project is completed, or if a notifiable incident occurs for at least 2 years after the incident |
| Safe Work Method Statements for high risk construction work | Estate Management | If a notifiable incident occurs keep the statement for at least 2 years after the incident |
| Underground essential services information (used prior to excavation work) | Estate Management | Until the excavation work is completed, or if a notifiable incident occurs for at least 2 years after the incident |
| SafeWork NSW Plant registration records (if applicable) including Pressure Vessels | Estate Management | Retain minimum of 7 years after license, permit or certificate of registration expires or is terminated |
| Test Reports for Pressure Vessels | Estate Management | Until plant disposed of |
| Residual current device testing (other than any testing conducted daily) | Unit Responsible for Engaging Service |
Until the earlier of the following occurs: (a) the device is next tested, (b) the device is permanently removed from use. |
| Presence-sensing safeguarding system maintenance records | Facilities Department | 5 years or for the life of the plant, if it is registered plant |
Examples of records kept by the School, Work Units or local areas and suggested retention periods
| Types of Records | Retention Period |
|
Local H&S committee meetings minutes and associated reports, correspondence |
10 years |
|
H&S committee workplace inspections |
7 years |
| Records relating to election of representatives e.g. ballot papers, nominations | 2 years after election if finalised |
|
Risk assessments and Safe Work Procedures
See biological and radiation sections for project approvals document retention |
5 years - Where severity of risk is minimal/low 30 years – Where severity is low but health surveillance is needed 75 years – Where severity is high and/or health surveillance is needed |
| Local area risk register | Maintain whilst work unit is in operation |
| Documentation related to reviews of Risk Assessments and Safe Work Procedures | 5 years |
| Records related to communication of SWP and competency assessment | Until ceases to be of administrative or reference use |
| Chemical Register | 75 years |
|
Safety Data Sheets (Chem Alert) |
Until material is disposed of |
| Chemical waste disposal forms | 30 years |
| Details for workers working with Schedule 10 carcinogens and each authorization | 30 years after the authorisation ends |
| Schedule 8 drugs register | 2 years from last date of entry |
| Radiation committee inspections | 75 years |
| Registers for radiation apparatus and Unsealed sources | 2 years beyond the life of the equipment |
| Radiation dosimetry records | 30 years |
|
Records related to the use of lasers including project approvals, risk assessments, eye tests |
30 years |
| Radiation waste disposal forms | 99 years |
| Radiation area and personal monitoring reports | 30 years |
| Calibration records for radiation monitoring equipment (fixed and personal) | 2 years |
| Biosafety committee inspections | 75 years |
| Biological organisms register | 75 years |
| Record of vaccination / Staff decline of vaccination; | 30 years or 7 years after employment ceases |
| Biological waste disposal forms | 20 years |
| Plant and equipment register | For the life of the plant - |
| Commissioning, testing, repairs, inspection and maintenance records for plant and equipment that are relevant to controlled the risk associated with use or operation, including logbooks, test results or reports | Until the plant or equipment is disposed of |
| Records /Reports of Electrical Testing and Tagging | 7 years |
| Records relating to the organisation's compliance with mandatory or optional standards or with statutory requirements regarding the management or use of equipment and stores | 7 years adter action completed |
| Local training needs analysis and training register | 7 years |
| Qualifications, skills, competency, certifications | 7 years |
|
Training records including training needs analysis, attendance forms, evidence of competency as required |
7 years |
| Induction training records | 7 years after employment finishes |
| Purchase order forms detailing H&S specifications / requirements | Retain until purchased item is disposed of entirely |
| Records of first aid treatment e.g. first aid register, first aid treatment forms | 5 years after last entry |
| Emergency evacuation plans | 5 years after plan superseded |
| Records relating to nomination, appointment, resignation and termination of first aid officers and fire wardens e.g. letter of appointment, roles and responsibilities | 1 year after appointment lapses |
| Debriefing reports of trial evacuations | 5 years |
| Training records for emergency personnel e.g. first aid officers, fire wardens | 7 years after employment ceases |
| Records related to the inspection, testing and maintenance of equipment required for emergency purposes | 7 years |
| Certificate for medical fitness for diving | At least 1 year after the work is carried out |
| Record of diving competence | At least 1 year after the diving work is carried out |
| Dive safety log | At least 1 year after the last entry is made |
| Diving plan or dive assessment | If a notifiable incident occurs in connection to the dive, keep for at least 2 years after the incident |
| Licensing or registration for work involving hazardous substances e.g. AQIS permit | 75 years after action completed |
| Licensing or registration for work not involving hazardous substances | 7 years after permit/license/registration expires or is terminated |
| Information sheets etc detailing hazards associated with materials for reference or instruction | Until material is disposed of |
| Information, instruction and training relating to confined space | 7 years |
| Confined space entry permit |
One month after return of confined space to service or If a notifiable incident occurs in connection with the work for at least 2 years after the incident. |
| High risk work license | At least 1 year after the high risk work is carried out or after the last occasion the worker performs supervision of high-risk work |
| Work on energised electrical equipment assessment or statement | If a notifiable incident occurs in connection with the work keep the assessment or statement for at least 2 years after the incident |
