Communication and Records
Communication
- Effective OSH communication is two-way: workers must receive information and must be able to report hazards, near misses and concerns without fear.
- Use toolbox talks, committee meetings, notice boards, briefings and accessible reporting channels. Consultation is required when changes affect risk.
- Supervisors are key communicators; they must reinforce safe practice and escalate issues.
Records
- Keep records of risk assessments, inspections, incidents, training, committee minutes, health surveillance, maintenance and emergency drills.
- Records must be accurate, legible, dated, stored safely and retrievable. Some records are confidential, especially health data, and should be kept separately.
- Retention periods depend on the record type and legal requirements. Do not destroy records needed for investigation, compensation or enforcement.
- Display required statutory notices and keep contact details for DOSHS and emergency services available.
Worked example
A committee cannot find minutes for the last two meetings. Without them, it cannot show that inspections occurred, actions were assigned or workers were consulted. The secretary introduces a standard minute template with attendance, findings, owners and deadlines, and files minutes in a shared register.
Traps that cost marks
Verbal instructions only; minutes without actions; records inaccessible to authorised people; health records mixed with personnel files; no retention plan.
Exam focus
Show that communication is two-way and records are usable evidence. In scenarios, identify the missing record and the control that prevents recurrence.