Inspection Documentation
The Problem
Proper inspection documentation is critical for maintaining workplace safety and compliance. Poor documentation can lead to serious consequences, such as regulatory breaches, safety oversights, and legal liabilities. These problems not only jeopardise worker safety but can also result in fines and operational delays. Today, we’ll discuss how to document inspections correctly and prevent these issues from occurring.
Identify the Hazards
- Incomplete Records: Missing details, dates, or signatures can render inspection records invalid.
- Delayed Documentation: Recording issues at the end of the shift instead of immediately can result in forgotten details or unresolved hazards.
- Improper Formatting: Failing to use company-approved forms or formats leads to inconsistent and non-compliant records.
- Poor Follow-Up: Failing to track corrective actions can leave hazards unresolved.
Safety Practices and Preventative Measures
Daily Inspections:
- Complete inspection checklists at the beginning of each shift.
- Clearly record the date, time, inspector’s name, and specific areas or items inspected.
- Document hazards as they are identified—do not wait until later in the day.
Equipment Checks:
- Before use, inspect tools and equipment. Record identifying details, condition, and maintenance needs.
- Note details such as equipment hours, usage, and visible damage.
Site Audits:
- Use approved forms to inspect the worksite, including safety compliance, environmental controls, and procedural adherence.
- Take photos as evidence if appropriate.
Corrective Actions:
- Clearly describe what needs fixing and who is responsible.
- Record completion deadlines and interim safety controls.
- Communicate corrective actions to relevant team members or contractors.
Follow-Up Verification:
- Record when corrective actions have been completed and confirm the effectiveness.
- Ensure responsible persons sign off on corrective actions.
Archiving Records:
- Store records securely in designated systems (digital or physical), with appropriate backups.
- Organise records by date, project, and inspection type.
- Retain records in line with WorkSafe NZ or company-specific retention policies.
Real-Life Case or Scenario
In one incident, an inspection record lacked key information about a faulty machine. Because this detail was missing, the repair was delayed, and the equipment later caused an injury. This could have been prevented through timely and accurate inspection documentation.
Employee Responsibilities
- Be Timely: Record issues immediately to ensure accuracy and follow-up.
- Use Approved Forms: Only use the documentation formats authorised by the company.
- Follow Through: Document corrective actions and ensure they are signed off.
- Be Thorough: Include all relevant information, including time, dates, names, and hazard descriptions.
Employer Responsibilities
- Provide employees with approved inspection forms and digital tools.
- Train staff on documentation processes and expectations.
- Maintain an organised filing system that meets legal and company policy requirements.
- Ensure follow-up on all reported issues and verify that corrective actions have been taken.
Discussion & Questions
- "What challenges have you faced with inspection documentation on-site?"
- "Are there any parts of the inspection process you find unclear or difficult?"
"What improvements could we make to our documentation and follow-up procedures?"
Commitment/Action Plan
Starting today, let’s commit to completing all inspection documentation accurately and in real time. Use only approved forms and ensure any hazards or required actions are documented and reported without delay. A well-documented inspection is a cornerstone of site safety.
Wrap-Up
Proper documentation is a key part of a safe worksite. It protects workers, ensures compliance, and keeps operations running smoothly. Thank you for your attention to this important safety practice—your diligence helps protect everyone on-site.
Standards Overview
WorkSafe New Zealand requires employers to keep accurate records of inspections, equipment checks, and site audits to comply with the Health and Safety at Work Act 2015. These records must be:
- Accurate: Complete and clearly documented.
- Accessible: Available for audits or investigations.
- Maintained: Retained for the appropriate length of time in line with regulatory and company policies.
Disclaimer
These toolbox talks are provided for informational and educational purposes only and are not a substitute for professional legal, health and safety, or regulatory advice.
The content reflects recognised best practices and general industry standards as at the date of publication. However, it may not be applicable to all workplace environments or specific operational contexts.
It is the responsibility of the Person Conducting a Business or Undertaking (PCBU), as well as officers, workers, and other duty holders under the Health and Safety at Work Act 2015 (HSWA), to ensure compliance with all relevant laws, regulations, and WorkSafe New Zealand guidance.
The authors, presenters, and distributors of this toolbox talk disclaim all liability for any loss, damage, or injury arising from the use or reliance on the information provided. Users should seek advice from a suitably qualified health and safety professional or legal advisor for guidance tailored to their specific circumstances.
Always follow your organisation’s policies, procedures, and safe work practices to manage risks and maintain a safe and healthy workplace.
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