Maintaining proper health and safety training records is essential for organisations to demonstrate compliance with legal requirements, track employee training progress, and ensure that employees have received the necessary training to perform their jobs safely. While specific record-keeping requirements may vary depending on industry and organisational policies, here are some common health and safety training records that are typically required:
- Training attendance records: These records include the names of employees who attended specific training sessions, the date(s) of training, the duration of each session and any expiry date for the training. It helps to verify that employees have completed the required training.
- Training content and materials: Organisations should keep records of the training materials, such as presentations, handouts, videos, or online modules used during the training. This ensures that accurate and up-to-date information was provided to employees.
- Training assessments and evaluations: Records of any assessments or evaluations conducted during or after the training can demonstrate employees’ understanding and competency. This may include quizzes, tests, or practical assessments.
- Certification or qualification records: If specific health and safety training programs or certifications are required for certain roles or tasks, organisations should maintain records of employees’ certifications or qualifications. This can include certificates, licenses, or other relevant documents.
- Training needs analysis: Records of the assessment or analysis conducted to identify the training needs of employees can help in planning and implementing appropriate training programs. This includes identifying gaps in knowledge or skills and determining the training priorities.
- Training plans and schedules: Organisations should maintain records of their training plans and schedules, indicating when different training sessions were conducted or are planned. This helps in monitoring compliance and ensuring that training is provided in a timely manner.
- Trainer qualifications and credentials: If external trainers or consultants are involved in delivering health and safety training, records of their qualifications, certifications, or relevant expertise should be maintained to ensure that they meet the necessary standards
- Records of refresher training: Some health and safety training programs require periodic refresher training to ensure that employees maintain their knowledge and skills. Keeping records of refresher training helps in tracking and scheduling future training standards
- Incident and near-miss reports: Records of incidents, accidents, or near-miss occurrences should be maintained, including any relevant details and the actions taken. This can help identify areas where additional or specific training may be needed to prevent similar incidents in the future.
It’s important to note that organisations should follow applicable regulations, and industry-specific requirements when it comes to health and safety training record-keeping. Employers should consult health and safety professionals to ensure they maintain the necessary records and retain them for the required period.
In our experience, many employers manage this burden using a spreadsheet type approach. We find that a HR software solution, such as BreatheHR can ensure a suitable data-base solution with fully reportable functionality provides the information the employers require and ensures expiry dates and gaps in training are flagged up in real time.
DISCLAIMER: The article is provided for general information purposes only and does not constitute legal or other professional advice. While the information is considered to be true and correct at the date of publication, changes in circumstances may impact the accuracy and validity of the information. EffectiveHRM is not responsible for any errors or omissions, or for any action or decision taken as a result of using the guidance.