Bulletin Board - Review and Comment
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(1) The purpose of this procedure is to ensure the management of the creation, review, access, and distribution of workplace health and safety (WHS) documents at Southern Cross University (SCU) are appropriately managed and controlled. (2) The purpose of this procedure is to ensure Southern Cross University’s management, employees, contractors, students, visitors and others are aware of the management of the creation, review, access, and distribution of workplace health and safety (WHS) documents in the workplace, management strategies and to provide advice on appropriate controls. (3) This is to ensure that the documents are approved before use, stored consistently to allow ease of access and that only the most up-to-date documents are available, remain legible, and readily identifiable, traceable, and prevent the unintended use of obsolete documents. (4) This document also encompasses the control, storage, protection, retrieval and disposal of records so that they can be accessed and retained as required for business operations, and to satisfy legal requirements. (5) All employees, students and others including both independent contractors and contractors under SCU control are to be made aware of and follow this procedure. (6) This Procedure applies to all SCU Work Units and sites. The procedure aligns with WHS legislation in the relevant jurisdictions SCU operates in. (7) Each document template will be recorded in WHSMP08 – FOR – 01 Document Control Register. (8) The register will be used to record the following information: (9) The Work Unit is responsible for managing the maintenance of the document register for their area in the event a new document is created, amended, or archived. (10) If a new WHSMS document is to be created: (11) A document reference will include the following properties separated by a dash (-) without spaces. (12) Revision numbers for drafts and released documents will be noted within the document footers and will have the following format: (13) Any employee may request changes to be made to the WHSMS. The requester shall first initiate a discussion with the WHS Manager on the proposed changes to be made. Once changes are agreed, the document owner shall proceed to revise the document and obtain necessary approvals. (14) The revised document shall be identified with a new revision number and details of changes made shall be recorded in the SCU Document Register. The WHS Manager shall be responsible for updating the Policy and Procedure Library to the latest revised documents. (15) Only documents available on the Policy and Procedure Library are authorised and controlled. Any printed document is automatically uncontrolled. Archived and previous versions will be removed from the relevant online folder and placed into the archived documents folder until no longer required. Superseded documents shall be removed from the online system or properly identified and segregated to prevent unintended use. (16) The document review process shall be in accordance with the following table. (17) All documents from the Document Register are to be stored electronically on the SCU Policy and Procedure Library. (18) Documents shall be accessible to all relevant internal parties through individual user system access. (19) Internally documents can be circulated via: (20) Records shall be legible, readily identifiable, and retrievable. (21) All electronic safety records produced by SCU during operations are to be saved online and named according to the source document they originate from and include the date of development (format – YYYYMMDD). e.g. 20240218 Workplace Inspection – First Aid Equipment 20240315 Ride on Lawn-mower Competency Assessment – Bill Smith. (22) The WHS Manager is responsible for developing RiskWare mapping of where records required to be kept are to be stored. (23) Hard copy records required to be kept are to be stored and retained in such a way that they are readily retrievable, and in facilities that provide a suitable environment to prevent damage, deterioration, or loss. (24) Records that have expired during the retention period are disposed of only by the WHS Manager or authorised delegates. (25) Shared drives are backed up regularly and recoverable from offsite storage accordingly. For recovery contact Technology Services. (26) WHS Manager shall periodically undertake record archiving. (27) Any current employee can request the retrieval of archived records. A valid reason for the retrieval of records shall be provided as part of the request. (28) The requester shall request the retrieval or records in writing to the WHS Manager. (29) Approval from the WHS Manager shall be sought and granted in writing before the release of records. (30) Requests from previous employees or external parties shall be: (31) When the destruction date is due, the WHS Manager shall arrange the destruction of records, and where needed seek advice from the Director, Workplace Relations. (32) The WHS Manager shall ensure the records are destroyed as authorised, and by a method that maintains the confidentially of any sensitive records with a register maintained online of the destroyed records. (33) The below table outlines the archiving timeframes for WHS records. (34) Disposal of workplace health and safety-related records shall be carried out following the applicable legal and other requirements. (35) The SCU Council has the following WHS responsibilities: (36) The SCU Vice Chancellor has the following WHS responsibilities: (37) Vice Presidents/Pro/Deputy Vice Chancellors have the following WHS responsibilities: (38) The Head of the Work Unit has the following WHS responsibilities: (39) Managers and Supervisors have the following WHS responsibilities: (40) All employees have the following WHS responsibilities: (41) The WHS Manager has the following responsibilities: (42) WHS Business Partners have the following responsibilities: (43) All relevant documentation will be recorded and kept in accordance with WHS Legislation and other legislative obligations including: (44) This procedure will be reviewed as per nominated review dates or because of other events, such as: WHSMP08: DOCUMENT CONTROL AND RECORDS MANAGEMENT PROCEDURE
Section 1 - Purpose and Scope
Section 2 - Definitions
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Section 3 - General Principles
Document Creation, Review and Approval
Document Register
Document Creation
Document Numbering
Document Control, Change and Revision
Revision numbering
Document Change
Document Control
Document Review
Document Storage and Distribution
Record Management
Identification Retention and Storage
Electronic Storage and Security of Data
Archiving Storage and Disposal
Retrieval of Archived Records
Disposal or archiving of records
Archiving of WHS Records
Disposal of WHS Records
Section 4 - Roles and Responsibilities
University Council
Operational Responsibilities
Vice Presidents/Pro/Deputy Vice-Chancellor
Head of Work Unit
Managers and Supervisors
Employees
WHS Team
WHS Manager
WHS Business Partners
Top of PageSection 5 - Records of Documentation
Top of PageSection 6 - Revision and approval history
Top of PageSection 7 - References
Top of Page
Section 8 - Related Documents