{"id":66528,"date":"2022-01-18T09:08:28","date_gmt":"2022-01-18T09:08:28","guid":{"rendered":"https:\/\/trainanddevelop.ca\/getting-the-most-out-of-your-records\/"},"modified":"2026-06-17T05:51:03","modified_gmt":"2026-06-17T05:51:03","slug":"getting-the-most-out-of-your-records","status":"publish","type":"post","link":"https:\/\/trainanddevelop.ca\/fr\/blog\/getting-the-most-out-of-your-records\/","title":{"rendered":"Getting the Most Out of Your Records"},"content":{"rendered":"

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\"safety \u00a0By Chontell Flight<\/a><\/strong> \u2013 Certified Health & Safety Consultant<\/p>\n

If you\u2019ve ever undergone a safety program (alternatively ISO, pre-qualification, DOT, FIOSA \u2013 audits, etc.) audit or otherwise formally assessed a safety program, you\u2019d understand the importance of record-keeping \u2013 it is the #1 way to prove due diligence. When you record steps you\u2019ve taken\/what you\u2019ve done, it is easier to reference these steps later on. This is why good record-keeping is so essential in roles like medical or policing, but no less critical in other roles at all workplace types.<\/p>\n

In a recent JOHS Committee meeting I was asked by an employee \u2018How many hazard ID\u2019s are required to be submitted annually\/monthly etc.?\u2019 and it got me thinking that it\u2019s a topic worthwhile exploring. The simple answer is \u2018whenever you spot a hazard or experience an incident or near miss, record it\u2019 but if we don\u2019t continually communicate the message of reporting hazards, we are less likely to notice and identify hazards. As safety professionals, we\u2019re familiar with the iceberg theory, and we know all too well that increased reporting may identify and allow for mitigation of risks before incidents are able to occur\u2013\u2018nipping it in the bud\u2019. But when we see significant incidents, or rising numbers of incidents, we know there are underlying unreported hazards lurking.<\/p>\n

Documenting Like a Pro<\/h2>\n

“Good documentation starts with a great plan!”<\/h4>\n
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My idea of a great starting point is a forms and records responsibility schedule. If your safety program doesn\u2019t have one of these, it could gain you some additional points on that next audit, increase your compliance and outline expectations for records submission. There\u2019s plenty of software<\/a> that can assist in this process and when going this route, you can be sure to find it<\/a> in times of need.<\/p>\n

Some may disagree with my logic here, believing there should be a minimum requirement for numbers of records submitted. But what happens in those cases where we set arbitrary limits like \u2018five hazard IDs due per month\u2019? You end up getting a lot of repeat data, complaints, reports that are invalid (identifying non-hazards, jokes, etc.). Basically, the process isn\u2019t respected in the same way. Sort of like a \u2018boy who cried wolf\u2019 scenario where the system winds up being largely ineffective.<\/p>\n<\/div>\n

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Instead, it\u2019s better to continually use opportunities of communication with personnel to convey diverse types of workplace hazards and regular education on where they may exist in the workplace.<\/p>\n

Some strategies for this include:<\/h3>\n