Appendix
Purpose
The appendix keeps supporting registers, schedules and reference material separate from the main procedure text so the manual stays usable on projects.
The main manual states the rule. Breadcrumb, PIMS, HR files, project files and appendix records hold the evidence used to check the rule was followed.
Appendix Register
| Appendix item |
Primary location |
Use |
| Legal register |
Appendix / legal register |
Lists applicable WHS legislation, Codes of Practice, standards and client requirements. |
| Internal and external issues register |
Appendix / project file |
Records WHS issues that can affect RPD and how they are monitored. |
| WHS risk register |
Appendix / project file |
Reference risk register for RPD work activities and controls. |
| Retained forms and templates |
Appendix / master library |
Forms kept for reference where the live record is now held in Breadcrumb, PIMS or the project file. |
| Equipment registers |
Project file / appendix register |
Electrical test tag, lifting gear, fire and first aid equipment registers where not held in Breadcrumb. |
| SDS / hazardous substances register |
Breadcrumb / appendix where required |
Current SDS and hazardous substances reference records. |
| Emergency contacts and site display material |
Project file / site display |
Emergency numbers, site rules, evacuation and first aid information. |
| Detailed records retention schedule |
Appendix |
Retention guidance for WHS, project, HR and health monitoring records. |
| Subcontractor's Statement |
Project file / appendix template |
Used where RPD requires a formal subcontractor declaration or statement for project, contract or legal reasons. |
Appendix Rules
| Rule |
Requirement |
| Do not duplicate live records |
If a record is managed in Breadcrumb, PIMS, HR or the project file, the appendix should only hold the template or reference location. |
| Keep templates controlled |
Appendix templates must show version, approval and owner where they are controlled documents. |
| Keep records findable |
Appendix items must be named clearly and indexed by project or document type. |
| Protect confidential records |
HR and health monitoring records must not be stored in the general appendix. |
| Archive deliberately |
Completed project appendix material is archived with the project file unless a different legal or contract requirement applies. |
Quick Guide
| Step |
What RPD checks |
| 1. Is it a live record? |
Use Breadcrumb, PIMS, HR or project file instead of the appendix. |
| 2. Is it a reference or template? |
Keep it in the appendix or master library with version control. |
| 3. Is it confidential? |
Keep it in HR confidential records, not the general appendix. |
| 4. Does it support an audit? |
Make sure the appendix item has a clear owner, location and evidence trail. |
| 5. Is it current? |
Review appendix items during internal review and document-control checks. |
Detailed Retention Schedule
Confirm retention periods against the legal register, contract requirements, workers compensation requirements, privacy requirements and any DBP Act requirement that applies to the project.
WHS Manual and System Records
| Record |
Storage |
Retention |
Disposal |
| WHS Manual, policies and procedures - superseded versions |
WHS master library |
7 years from supersession, unless a longer requirement applies |
Secure delete / shred |
| Internal audit reports and management review minutes |
PIMS |
5 years, unless a longer requirement applies |
Secure delete / shred |
| Non-conformance and corrective action records |
PIMS |
5 years, unless a longer requirement applies |
Secure delete / shred |
| KPI, LTIFR and trend data |
PIMS |
5 years, unless a longer requirement applies |
Secure delete / shred |
Project Records - During the Project
| Record |
Storage |
Retention |
Disposal |
| Project WHSMP, SWMS, permits, inductions, toolbox talks, hazard reports, incident reports, pre-starts, site inspections, site alerts, SDS, plant records |
Breadcrumb live record + project file copy where required |
Duration of project |
Move to archive on completion |
| Electrical test tag register, lifting gear register, fire and first aid equipment register |
Project file / appendix register |
Duration of project |
Move to archive on completion |
| Construction drawings and design information, including DBP Act regulated designs where applicable |
Project file |
Duration of project |
Move to archive on completion |
| Subcontractor pre-qualification, insurance and licence evidence |
Breadcrumb + project file |
Duration of project |
Move to archive on completion |
| Correspondence, RFIs, variations, purchase orders |
Project file |
Duration of project |
Move to archive on completion |
| Incident reports, investigation records and notifiable incident records |
Breadcrumb + project file; PIMS where systemic |
Duration of project plus applicable retention period |
Move to archive on completion |
Project Records - After Completion
| Record |
Storage |
Retention |
Disposal |
| Construction drawings, as-built drawings, RFIs, variations, inspection reports, purchase orders and correspondence |
Off-site / cloud archive |
10 years from completion where DBP Act or building work limitation period applies, unless a longer requirement applies |
Secure delete |
| WHSMP, SWMS, inductions, training and licence records, toolbox talks, pre-starts and plant inspection records |
Off-site / cloud archive |
5 years from completion, unless a longer requirement applies |
Secure delete |
| Incident, illness and injury records, investigation reports and corrective action records |
Off-site / cloud archive |
5 years from the date of the record, unless a longer requirement applies |
Secure delete |
| Hazardous chemicals register and SDS used on the project |
Off-site / cloud archive |
5 years from end of use, unless a longer requirement applies |
Secure delete |
| Asbestos register and asbestos management plan where prepared |
Off-site / cloud archive |
5 years after the document is no longer current, unless a longer requirement applies |
Secure delete |
HR, Personal and Health Monitoring Records
| Record |
Storage |
Retention |
Disposal |
| Worker training and licence records |
HR file + Breadcrumb |
Duration of employment + 7 years, unless a longer requirement applies |
Secure delete |
| Worker injury management and return-to-work records |
HR file |
7 years, unless workers compensation requirements require longer |
Secure delete |
| Pre-employment medical, fitness for work, drug and alcohol testing |
HR file |
Per RPD HR Manual and applicable law |
Per RPD HR Manual |
| Health monitoring reports - general |
HR confidential file |
At least 30 years, unless a longer requirement applies |
Secure delete |
| Asbestos health monitoring reports |
HR confidential file |
At least 40 years, unless a longer requirement applies |
Secure delete |
| Exposure monitoring results - silica, lead, isocyanates, noise and similar exposures |
Project file + HR confidential file where linked to a worker |
At least 30 years where linked to a worker, unless a longer requirement applies |
Secure delete |
The blank forms, checklists and templates that support this manual are not
reproduced here. They are controlled, retrieved documents held in the separate
forms library (forms/), indexed in forms/README.md, and fetched when a paper
or PDF form is needed. The live, completed record is captured in Breadcrumb,
PIMS, the HR file or the project file as set out in the Appendix Rules above —
do not duplicate a live record.