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Safety record keeping for your business

A guide to safety record keeping for your business

A guide to the regulations regarding safety records and information you need to maintain to meet regulations and ensure staff and customers are as safe as possible.

It is a legal requirement, in many cases, to keep certain health and safety records available for inspection. In addition, good record keeping will ensure that you can keep your staff and customers and act quickly if a safety issue arises. Here’s a guide to the key things you need to know regarding safety documents and records for your business.

The first step you need to take to ensure good record keeping is to ensure that one named person has responsibility for health and safety, including record keeping, and ensure this name is listed on your Health and Safety policy.

What records do you need to keep?

The key records this individual needs to ensure are up to date and available for inspection are as follows:

Health and Safety Policy

This sets out who is responsible for health and safety and the measures the company takes to ensure health and safety of staff, customers and the general public. The policy should be regularly reviewed and it should be tailored to the needs of your business. Click here for a guide from the HSE and a template policy.

Fire Risk Assessment

It is a legal requirement to have an up to date fire risk assessment. You can find guides to risk assessments for different kinds of businesses here:

You should also have records of:

  • Fire drills

  • Fire safety training -- which staff and when

  • Fire safety equipment and maintenance, checks (including when smoke detectors, carbon monoxide alarms etc were tested).

Fire Safety Log Book from £6.75 (see page 125 of our brochure
Fire Safety Log Book from £6.75

Keep fire records in this Fire Safety Log Book available from £6.75 (see page 125 of our brochure:

  • Other appropriate risk assessments

If you have other risks in your business, for example, if employees are moving and lifting items you will need to do a manual handling risk assessment; you will need to identify these risks and identify control measures to manage risks in your organisation.

If you use hazardous materials, you will also need to ensure that clear records are kept under COSHH (Control of Substances Hazardous to Health) regulations of what materials are used, how they are stored etc. You can get guidance on the essential COSHH regulations here: []

For documents that may be vital for the business or vital for fire or emergency crews in the event of an incident, such as detials of hazardous materials or site layout, it’s a good idea to use a fire safe storage box which is close to the main entrance and easy for first responders to locate.

Metal Fire Document Cabinet, £44.99 See page 125 of our brochure:
Metal Fire Document Cabinet, £44.99 See page 125 of our brochure:

Metal Fire Document Cabinet, £44.99

See page 125 of our brochure:

Accident / Incident records

You must keep a record of accidents, incidents and work-related disease.

This A4 Accident Book is set out to ensure you comply with data protection regulations and HSE requirements.

Accident Book £4.25 (See page 134 of our brochure
Accident Book £4.25 (See page 134 of our brochure

Accident Book £4.25 (See page 134 of our brochure

In addition, certain things need to be reported to the HSE under regulations called RIDDOR (Reporting of Injuries, Diseases or Dangerous Occurrences Regulations). These include:

Deaths and injuries caused by workplace accidents

Occupational diseases Carcinogens mutagens and biological agents

Specified injuries to workers

Dangerous occurrences

Gas incidents

Get more detailed guidance on what must be reported and how here:

Insurance policy documents

Under the Employers’ Liability (Compulsory Insurance) Act 1969 ensures that you have at least a minimum level of insurance cover against any claims employees may have regarding injury in the workplace or illness resulting from work activities. You must display a copy of the certificate of insurance where your employees can easily read it, however, since October 2008 there has been no legal requirement for employers to keep copies of out-of-date certificates.

Health and Safety Law poster

If you employ anyone you must either display the poster in your workplace or provide each employee with a copy.

Download different versions of the poster here.

Records of training provision for employees.

It’s not a legal requirement, but it is a good idea to have a record of which staff have received different training. For example, if staff receive training in manual handling or fire safety, it is helpful to have records of which staff received the training and when it was given to ensure all staff have been trained and have had refresher training at appropriate times.

Helpful resources

A very helpful guide, which includes templates for the paperwork and records needed to get started, including Risk Assessment forms and also a template for a Health and Safety Policy, along with a simple guide to all the key elements of health and safety you need to address can be found on this helpful HSE Download: Health and Safety Made Simple

As always our team are happy to talk you through helpful options to suit your needs and budget. Call us on 01726 74264 or email for advice relating to your specific needs.


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