Key Health and Safety Documents Every Business Needs
Keeping the right health and safety documents in place is an important part of protecting employees, managing workplace risks and demonstrating that your business is meeting its responsibilities.
But what documents does a business actually need?
There isn’t one set list for every organisation. The documents you need will depend on the size of your business, the work you carry out and the risks involved.
Here are some of the key health and safety documents businesses should consider.
Health and Safety Policy
A health and safety policy sets out how your business manages health and safety, including responsibilities and the arrangements you have in place.
If you employ five or more people, your health and safety policy must be written down.
Your policy should reflect how your business actually operates and be reviewed as your organisation, activities or arrangements change.
Risk Assessments
Employers must assess risks to employees and others who may be affected by their work.
A risk assessment should identify:
- What could cause harm
- Who could be affected
- The controls already in place
- Any additional action required
If you employ five or more people, the significant findings of your risk assessments must be recorded.
Depending on your activities, you may need assessments covering areas such as manual handling, working at height, workplace equipment, display screen equipment or other specific risks.
COSHH Assessments
If your employees could be exposed to substances hazardous to health, you may need COSHH assessments.
This doesn’t just apply to chemicals. Hazardous substances can also include dusts, fumes, vapours, gases and biological agents.
Businesses should assess how employees could be exposed and what measures are required to adequately control that exposure.
Remember, a Safety Data Sheet is not a COSHH assessment. The assessment needs to consider how the substance is actually being used within your workplace.
RAMS and Method Statements
For certain activities, particularly higher-risk or more complex work, a method statement can explain how the task will be completed safely
Risk Assessments and Method Statements are commonly used together as RAMS.
These should be specific to the work being undertaken and clearly communicate the hazards, control measures, responsibilities and safe working methods to those carrying out the task.
Not Sure If Your Health & Safety Documentation Is Up to Date?
Keeping on top of health and safety documentation can be challenging, particularly as your business grows or working practices change. ROI Safety can review your current health and safety arrangements, identify any potential gaps and provide practical support tailored to your business. Whether you need help with risk assessments, COSHH, RAMS, fire or Legionella risk assessments, policies or ongoing health and safety support, we're here to help.
Fire Risk Assessment
Businesses responsible for premises covered by fire safety legislation must ensure that a suitable and sufficient fire risk assessment is carried out.
This considers areas such as:
- Fire hazards and ignition sources
- People who may be at risk
- Fire detection and alarms
- Escape routes and exits
- Fire-fighting equipment
- Emergency arrangements
A fire risk assessment should be kept under review and updated where necessary.
Training and Competency Records
Businesses should maintain appropriate records of the health and safety training provided to employees.
These could include records for:
- Health and safety inductions
- Fire safety
- Manual handling
- COSHH
- Working at height
- First aid
- Equipment-specific training
- Toolbox talks
A training matrix can also help businesses monitor qualifications, competencies, expiry dates and refresher training requirements.
Accident, Incident and Near-Miss Records
Accidents, incidents and near misses should be recorded and, where appropriate, investigated.
Records can help identify why an incident occurred, whether existing controls were effective and what action is required to prevent it happening again.
Certain workplace injuries, diseases and dangerous occurrences must also be reported under RIDDOR.
Keeping accurate records can help businesses identify trends and learn from incidents before a more serious event occurs.
Inspection, Maintenance and Testing Records
Depending on your workplace and equipment, you may also need records showing that inspections, maintenance or testing have been completed.
Examples can include:
- Workplace and equipment inspections
- Fire alarm and emergency lighting checks
- Lifting equipment examinations
- Electrical equipment checks
- PPE and RPE inspections
- Equipment maintenance records
The exact records required will depend on your workplace, equipment and the relevant legal requirements.
Other Health and Safety Documents
Depending on your activities and risks, your business may also require documentation relating to:
- Emergency procedures
- First-aid arrangements
- Health surveillance
- Lone working
- PPE and RPE
- Workplace inspections and audits
- Contractor management
- Permits to work
- Legionella management
Not every business will need every document.
A small office, for example, is likely to have very different requirements from a manufacturing, engineering or higher-risk workplace.
Are Your Health and Safety Documents Up to Date?
Having health and safety documents in place is only part of the process.
They should accurately reflect your current workplace, activities and risks and be reviewed when relevant changes occur.
Most importantly, the arrangements written down on paper need to be followed in practice.
Good health and safety management isn’t about creating paperwork for the sake of it. It’s about having relevant, proportionate and practical arrangements that help keep people safe.
