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Documentation and Records

Purpose

RPD controls its WHS documents and records so workers always act on current information and the evidence can be found when it is needed.

RPD uses a digital-first system. Breadcrumb holds live site records. PIMS holds assurance records, formal findings, non-conformances, corrective actions, KPIs and management review evidence. HR holds personal and confidential health records. Project files hold design, contract, client and archive records.

Procedure

Field Requirement
Applies when Any WHS document or record is created, received, issued, changed, relied on, archived or disposed of by RPD.
Owner Director or appointed WHS person for WHS Manual documents; Project Manager for project records; Site Supervisor for live site records; HR for personal and health records.
Before work starts Confirm the current WHS Manual, project WHSMP, SWMS, permits, site rules, licences and required records are available to the people doing the work.
Minimum controls Approve documents before use, control versions, identify the live record location, mark superseded documents and retain evidence for the required period.
Hold point Do not use an uncontrolled, superseded or unapproved WHS document. Do not start work where the required WHSMP, SWMS, permit, induction, licence or plant record cannot be verified.
Breadcrumb function Live WHSMP access, SWMS, inductions, toolbox talks, pre-starts, hazard reports, incident reports, site inspections, permits, site alerts, plant records, SDS, training/licence records, working hours, insurances and subcontractor pre-qualification.
Stop / escalate Stop work where required evidence is missing. Record site-level fixes in Breadcrumb. Escalate missing records, document-control failures or retention breaches into PIMS as a formal finding or non-conformance where required.

Document Control

Document type Approval authority Register / location
WHS Manual, policies, procedures and standard forms Director or appointed WHS person on Director's authority WHS master library
Project WHS Management Plan Project Manager Project file
RPD and subcontractor SWMS Project Manager or Site Supervisor Breadcrumb
Site inductions, toolbox talks, pre-starts, hazard reports, permits and site alerts Site Supervisor Breadcrumb
Construction drawings, specifications and design information Client / Registered Design Practitioner where applicable Project file
Contracts, subcontracts, work orders and purchase orders Director or Project Manager Project file
Audit reports, findings, corrective actions, KPIs and management review records Appointed WHS person / PIMS reviewer PIMS

Documents must show their current version by date, version number or both. Where a controlled document changes, it is re-approved by the relevant owner and the change is communicated to affected workers, subcontractors or service providers.

Paper copies may be used for site display, emergency information, permits or field use. If a paper copy conflicts with the live digital record, the live approved record controls unless the Project Manager confirms otherwise.

Record Locations

Record type Primary location What belongs there
Live site WHS records Breadcrumb WHSMP access, SWMS, inductions, toolbox talks, pre-starts, hazard and incident reports, inspections, permits, site alerts, plant records, SDS, training/licence records, working hours, insurances and subcontractor pre-qualification.
Assurance and system records PIMS Audits, findings, non-conformances, corrective actions, root cause, close-out, effectiveness checks, KPIs, LTIFR, trends and management review records.
Project records Project file Contracts, purchase orders, drawings, specifications, design information, DBP Act records where applicable, client communications, RFIs, variations, project-specific risk evidence and archive copies.
HR / personal records HR file Worker personal records, return-to-work, injury management, fitness for work, drug and alcohol testing, pre-employment medicals and HR-controlled training evidence.
Confidential health monitoring HR confidential file Health monitoring reports and exposure monitoring records held with restricted access.
Appendix registers WHS appendix / project appendix Legal register, internal/external issues register, retained forms, equipment registers or reference schedules not held in Breadcrumb.

Retention and Disposal

RPD retains WHS records long enough to meet legal, contract, client and evidence requirements. The Project Manager confirms project archive requirements at completion. The appointed WHS person confirms WHS Manual and PIMS retention requirements. HR confirms personal and health monitoring retention requirements.

Record group Retention rule
Live project WHS records Retain during the project, then archive on practical completion under the project archive schedule.
WHS Manual documents and superseded versions Retain in the WHS master library for the required management system period.
Audit, non-conformance, corrective action, KPI and management review records Retain in PIMS for the required management system period.
Design, contract, as-built and DBP Act project records Retain in the project archive for the contract, statutory or DBP Act period that applies to the work.
HR and personal records Retain under the RPD HR Manual and applicable employment, workers compensation and privacy requirements.
Health monitoring and exposure records Retain confidentially for the legal period that applies to the exposure type.

Records are disposed of only when the retention period has ended and there is no active claim, investigation, audit, client requirement or legal reason to keep them. Disposal must be by secure deletion or shredding.

Detailed retention guidance is kept in the WHS Manual appendix.

Records and Evidence

Record System / location Evidence required
Master document list WHS master library Current WHS Manual, policies, procedures and standard forms with version, approval date and approver.
Project document register Project file Project WHSMP, drawings, design information, contracts, subcontracts, work orders and purchase orders with version and approval.
Live site records Breadcrumb SWMS, inductions, toolbox talks, pre-starts, hazard reports, incident reports, inspections, permits, site alerts, plant records, SDS, training/licence records, working hours, insurances and subcontractor pre-qualification.
Equipment registers Project file / appendix register Electrical test tag, lifting gear, fire and first aid equipment registers with item ID, inspection or test status, dates and next due.
Assurance and audit records PIMS Audit reports, findings, corrective actions, non-conformances, root cause, close-out, effectiveness checks, KPIs, LTIFR and management review minutes.
Worker records HR file / Breadcrumb Training, licences, induction history, fitness for work and return-to-work records.
Health monitoring records HR confidential file Registered medical practitioner reports and exposure monitoring results, held confidentially.
Archive Off-site / cloud archive Completed project records indexed by project and retained under the archive schedule.

Quick Guide

Step What RPD checks
1. Use the current version Confirm the document is approved and current before use. Do not use uncontrolled or superseded copies.
2. Know where the record lives Breadcrumb for live site records, PIMS for assurance, HR for personal and health records, project file for design and contract records.
3. Approve before issue Use the approval authority table before issuing or changing a controlled document.
4. Show changes clearly Use a date, version number and change note where a controlled document changes.
5. Keep records findable Store records in the nominated system and index archive records by project.
6. Protect confidential records Keep health monitoring and personal records restricted to authorised people.
7. Archive on completion Move completed project records to the off-site or cloud archive at practical completion.
8. Dispose securely Secure delete or shred records only after the retention period ends and no hold applies.
9. Escalate missing evidence Fix site-level gaps in Breadcrumb. Escalate missing evidence or document-control failures into PIMS where required.