Good record keeping is one of the most important yet often overlooked aspects of workplace health and safety compliance. Accurate, accessible and well-maintained records help employers demonstrate compliance with their legal obligations, identify safety trends, support continuous improvement and provide crucial evidence should an incident, investigation or legal claim arise.

This guide has been prepared by OHS & HR Management Systems Pty Ltd and is based on the:

• Occupational Health and Safety Act 2004 (Victoria)
• Occupational Health and Safety Regulations 2017 (Victoria)
• Occupational Health and Safety (Psychological Health) Regulations 2025 (Victoria)
• https://www.worksafe.vic.gov.au/occupational-health-and-safety-act-and-regulations

Why OHS Record Keeping Matters

Maintaining comprehensive safety records helps employers:

• Demonstrate compliance with Victorian OHS laws.
• Monitor workplace hazards and risks.
• Track corrective actions and safety improvements.
• Support workers’ compensation and return-to-work processes.
• Defend regulatory investigations and civil claims.
• Provide evidence of employee training and competency.
• Meet client, contractor and accreditation requirements.

Without adequate records, it can be difficult to prove that hazards were identified, risks were controlled, or workers were appropriately trained and supervised.

What Does Victorian OHS Law Require?

Unlike some other legislative frameworks, the Victorian OHS Act and Regulations generally do not prescribe specific retention periods for most safety records.

Instead, employers are required to:

• Create and maintain certain records.
• Keep records up to date.
• Ensure records are readily accessible when required.
• Produce records to WorkSafe inspectors upon request.

One notable exception is records relating to notifiable incidents, which must be retained for at least five years.

Why We Recommend a 7-Year Retention Period

Although Victorian OHS legislation does not mandate a universal retention period, a minimum retention period of seven years is generally recommended for most OHS records.

This recommendation aligns with:

• Limitation periods for civil litigation.
• Employment record keeping obligations.
• Business and insurance requirements.
• WorkSafe enforcement considerations.
• Best-practice risk management principles.

Retaining records for seven years provides organisations with valuable protection should incidents, claims or investigations occur long after the original event.

Records That May Require Longer Retention

Some workplace health and safety records should be retained for significantly longer periods due to the potential for delayed illness or legal action.

Examples include:

Hazardous Substances and Chemical Exposure Records

Exposure to hazardous substances may result in illnesses that develop many years after exposure. Records relating to exposure monitoring, health surveillance and hazardous chemicals should often be retained for decades.

Asbestos Records

Asbestos-related diseases can take 20 to 40 years or more to develop. Asbestos registers, assessments, removal records and air monitoring reports should be retained permanently where practical.

Occupational Health Monitoring Records

Health surveillance records associated with lead, asbestos, crystalline silica and other hazardous exposures may require extended retention periods under specific regulatory requirements.

Key OHS Records Every Employer Should Maintain

Employers should maintain records including:

Safety Management Records

• OHS policies and procedures
• Risk assessments
• Safe Work Procedures (SWPs)
• Safe Work Method Statements (SWMS)
• Emergency management plans

Consultation Records

• Health and Safety Committee minutes
• Health and Safety Representative communications
• Consultation meeting records

Training Records

• Induction records
• Toolbox talk attendance
• Competency assessments
• Licence and certification records

Incident Management Records

• Incident reports
• Hazard reports
• Investigation reports
• Corrective action records
• Notifiable incident records

Inspection and Monitoring Records

• Workplace inspections
• Plant and equipment maintenance
• Electrical testing and tagging
• Emergency equipment inspections
• Environmental monitoring results

Psychological Health Records

Under the OHS (Psychological Health) Regulations 2025, employers should maintain records relating to:

• Psychosocial hazard identification
• Risk assessments
• Control measures
• Consultation activities
• Review and monitoring activities

Electronic Record Keeping

Electronic record keeping systems are increasingly preferred because they:

• Improve accessibility.
• Reduce paper storage requirements.
• Support version control.
• Improve security and backup capability.
• Enable faster retrieval during audits and inspections.

Employers should ensure electronic records are backed up regularly and protected from unauthorised access.

The Cost of Poor Record Keeping

Failure to maintain adequate OHS records can result in:

• Difficulty demonstrating compliance.
• Increased exposure to legal claims.
• Challenges defending WorkSafe investigations.
• Lost evidence following incidents.
• Reputational damage.
• Increased insurance and compensation costs.

Good record keeping is not simply an administrative task—it is a critical component of effective workplace safety management.

Need a Detailed OHS Record Retention Schedule?

Our free comprehensive OHS Record Keeping Scedule provides recommended retention periods for common workplace health and safety records based on Victorian legislative requirements, WorkSafe guidance and industry best practice.

Download the schedule to ensure your organisation maintains the right records for the right amount of time and remains prepared for audits, inspections and legal challenges.Click below for a detailed summary of your OHS record keeping requirements

Contact us for assistance with your OHS Management Systems