Site Safety Supervisor

Competency Course

Part V(H) –
Site Management Documentation

1
 Course Learning Objectives

Assist the Employer to:

Identify the Relevant Keep the Relevant

Document Document

Maintain the Relevant Document

2
 Introduction

• Part of the employer legal obligations.

• Enables the OSHMS to be monitored and reviewed

and revised as appropriate.

• Act as hard evidences.

3
 Statutory Document
• Appointment letters of OSH personal – SHO, SSS, SHC
members, designated persons, etc.

• SHO monthly report – to be kept for a minimum period of

10 years.

• Minutes of SHC meeting – to be kept for a minimum period

of 7 years.

• Health surveillance record – to be kept for a minimum

period of 30 years.

• Record of relevant statutory notifications.

4
OSHMS Documentation
 Tier I – OSHMS Manual

• Defining the organisation’s principles and

philosophy (the ‘why’) in relation to the
OSH management system’s requirements.

6
Tier I – OSHMS Manual
Tier I – OSHMS Manual
Tier I – OSHMS Manual
Tier I – OSHMS Manual
Tier I – OSHMS Manual
 Tier II – Management Procedures

• Defining the OSH management system

procedures’ requirements (the ‘what’,
‘when’, ‘when’ and ‘who’).
 Tier II – Management Procedures

Hazards & Risk Performance Measurement

Management & Monitoring

Legal & Other Accident, Incident, Non

Requirement Conformances, and
Corrective & Preventive
Training, Awareness
Action
& Competence

Consultant & Record & Record

Communication Management

Documentation & Audit

Data Control

Emergency Preparedness & Management Review

Prevention
Tier II – Management Procedures
Tier II – Management Procedures
Tier II – Management Procedures
Tier II – Management Procedures
 Tier III – Standard Instruction

• Defining the specific operating procedures

or standard instructions/work instructions
the ‘how’) for individual task.

• The SOP should cover all work activities to

be conducted onsite.
Tier III – Standard Instruction
Tier III – Standard Instruction
Tier III – Standard Instruction
Tier III – Standard Instruction
 Tier IV – Forms & Records

• Checklists and forms for the management

procedures and standard
instructions/work instructions.
Tier IV – Forms & Records
Tier IV – Forms & Records
Project Safety Plan
 Other Document

• Other Term of References

- Legal – OSHA 1994 and FMA 1967.

- Approved codes of practice and
guidelines.
 Document & Data Control

• Document and data can easily be located -

systematic indexing and filing.

• Document and data are periodically

reviewed and revised.

• Only the current version of document and

data are available.
 Document & Data Control

• All obsolete document and data are

promptly removed.

• Archival documents and data retained for

legal or knowledge preservation purposes

• Stored in secured and safe location.

 Summary

Properly and systematically developed

OSH documentation will facilitate effective
implementation and continual improvement
15