62644

Records documenting:

• work health and safety investigations and inspections relating to alleged or actual incidents of child sexual abuse involving the organisation or the organisation's workforce, contractors, visitors and members of the general public (eg WHS investigation case files and supporting documentation), including cases referred to external authorities and allegations which were not proven. Includes the initiating disclosure, allegation or complaint, accident/incident reports (originals), evidence collected or seized, correspondence, records of interviews conducted, referrals to external bodies, findings, case specific litigation records and legal advice, reports, risk analysis, recommendations, agreements, supporting research and appeals and reviews of decisions.

[For case records of misconduct investigations into child sexual abuse incidents and allegations relating to members of the organisation's workforce, including employees and volunteer workers, use PERSONNEL MANAGEMENT.

For support, redress and remedial action (including counselling, compensation claims, and mediation) for individuals who have made allegations of child sexual abuse involving the organisation or members of the organisation's workforce, including employees and volunteer workers, contractors, visitors and members of the general public, use COMPENSATION.

For legal advice received that is not specific to a work health and safety investigation or inspection case, use LEGAL SERVICES.

For copies of accident/incident reports that are retained on employees' individual personnel files, use PERSONNEL MANAGEMENT.]

• developing and reviewing work health and safety policies, procedures, plans and strategies for addressing the management of child sexual abuse allegations and incidents in agencies that provide care for or services to children (eg residential care, welfare services, training or other educational services) as part of their business activities, including under contractual or outsourcing arrangements. Includes final versions, major drafts, supporting research and results of stakeholder consultations;

• major internal reviews of work health and safety processes and practices relating to handling child sexual abuse incidents and allegations involving the organisation or the organisation's workforce, contractors, volunteer workers, visitors and members of the general public. Includes final review report, major drafts, recommendations, stakeholder consultations and supporting research; and

• receipt and provision of high-level work health and safety advice relating to child sexual abuse incidents and allegations involving agency employees, contractors, volunteer workers, visitors and members of the general public.

[For advice, briefs and submissions to the portfolio Minister on agency work health and safety matters relating to child sexual abuse incidents and allegations, use EXTERNAL RELATIONS.]

Retain as national archives

62645

Records documenting medical examinations of agency employees undertaken for health surveillance purposes.

[For records detailing potential exposure to hazardous substances, including asbestos, or for records detailing that an employee was employed at places identified as containing a hazardous substance, use PERSONNEL MANAGEMENT.]

Destroy in the year 2040 or 75 years after date of birth whichever is later

62646

Records documenting:

• management of hazardous substances as defined by work health and safety legislation, including asbestos. Includes:

  • records of environmental monitoring of hazardous substances;

  • hazardous substances register (including asbestos registers), identifying substance properties and details of their condition;

  • risk management records for all hazards including hazardous substances where risk assessments indicate risk to the employees and members of the general public and where health surveillance and/or monitoring of the employees is necessary. Includes risk assessments and action plans;

  • risk registers covering hazard management, including WHS risk registers containing environmental monitoring and health surveillance data; and

  • records of routine inspections of hazardous substances in the workplace, including monitoring of airborne contaminants.

[For health surveillance of individual employees exposed to hazardous substances, use class 62645.

For inspections to determine the presence of asbestos or other hazardous substances in a building or land, use PROPERTY MANAGEMENT.

For the removal and disposal of asbestos and other hazardous substances from a building or land, use PROPERTY MANAGEMENT.

For recording an employee's potential exposure to hazardous substances, including asbestos, use PERSONNEL MANAGEMENT.]

• work health and safety inspections resulting from major accidents or incidents in the workplace (eg accidents causing fatalities, serious injuries or dangerous occurrences). Includes complaints lodged by agencies about the conduct of the investigation by the lead investigative agency (currently Comcare).

[For routine work health and safety inspections, other than for hazardous substances, use class 62650.]

• master set of agency manuals, handbooks, directives etc detailing work health and safety requirements for specific tasks and work procedures where hazards or health risks to employees are identified, other than those covered in class 62644. Includes procedures on the management of hazardous material and safe work method statements.

[For the master set of  work health and safety manuals, handbooks, directives and other procedures relating to the management of child sexual abuse allegations and incidents in agencies that provide care for or services to children as part of their business activities, including under contractual or outsourcing arrangements, use class 62644.

For master set of other agency manuals, handbooks, directives etc detailing work health and safety procedures, use class 62652.]

Destroy 75 years after last action

62647

Records documenting the development, establishment and review of an agency’s asbestos policy. Includes final version, major drafts, policy proposals, stakeholder consultation, and supporting research.

[For work health and safety policies relating to the management of child sexual abuse allegations and incidents in agencies that provide care for or services to children as part of their business activities, including under contractual or outsourcing arrangements, use class 62644.

For all other agency work health and safety policies, use class 62652.]

Destroy 75 years after removal of asbestos

62648

Record documenting:

• accidents or incidents relating to death, serious personal injury, dangerous occurrences and incapacity to Commonwealth employees and members of the public (eg WHS investigation case files), other than those covered in class 62644. Includes accident/incident reports (originals) and supporting documentation, such as records of monitoring airborne contaminants and safe work method statements.

[For records documenting alleged or actual incidents of child sexual abuse involving the organisation or members of the organisation's workforce, visitors and members of the general public (eg WHS investigation case files, including original accident/incident reports), use class 62644.

For records documenting all other accidents or incidents involving Commonwealth employees and members of the public aged over 18 years (such as those relating to minor personal injuries), including original accident/incident reports retained for agency work health and safety assessment purposes, use class 62652.

For records documenting all other accidents/incidents involving members of the public aged under 18 years (such as those relating to minor personal injuries), including original accident/incident reports, use class 62649.

For copies of accident/incident reports submitted by an employee that are retained on individual personnel files, including where an employee is injured but no compensation claim is lodged, use PERSONNEL MANAGEMENT.

For copies of accident/incident reports where a compensation claim has been submitted by a Commonwealth employee or a member of the public, use COMPENSATION.]

• accident registers;

• risk management of work health and safety hazards where risk assessments indicate no risk to employees and members of the general public and where no health surveillance and/or monitoring is required. Includes documentation covering each stage of the process, treatment schedules, safe work method statements and action plans.

[For risk assessments which indicate a risk to employees, use class 62646.]

Destroy 30 years after last action

62649

Records documenting accidents or incidents involving members of the public aged under 18 (eg WHS investigation case files), other than those covered in classes 62644 and 62648. Includes minor personal injuries to members of the public aged under 18 years. Includes accident/incident reports (originals) and supporting documentation.

[For records documenting alleged or actual incidents of child sexual abuse involving the organisation or the organisation's workforce, visitors and members of the general public (eg WHS investigation case files, including original accident/incident reports), use class 62644.

For records documenting accidents or incidents relating to death, serious personal injury, dangerous occurrences and incapacity involving Commonwealth employees and members of the public, including original accident/incident reports retained for agency work health and safety assessment purposes, use class 62648.

For records documenting all other accidents/incidents involving members of the public aged over 18 years (such as those relating to minor personal injuries), including original accident/incident reports, use class 62652.

For copies of accident/incident reports where a compensation claim has been submitted by a member of the public aged under 18, use COMPENSATION.]

Destroy when person reaches 25 years of age, or 7 years after last action whichever is later

62650

Records documenting:

• inquiries into an agency's work health and safety practices and their performance;

[For any legal advice provided to support the agency during the inquiry process, use LEGAL SERVICES.]

• routine WHS inspections carried out by Comcare (or equivalent) under a proactive planned investigation program, as part of an agency self-audit program, or as a result of a workplace safety dispute, complaint or incident, other than those inspections covered by classes 62644 and 62646. Includes copies of notices, reports issued and Provisional Improvement Notices (PINS), and complaints about the conduct of the investigation; and

[For inspections conducted in relation to alleged or actual incidents of child sexual abuse involving the organisation or the organisation's workforce, visitors and members of the general public, use class 62644.

For inspections following a major accident or incident, or routine inspections of hazardous substances, use class 62646.

For records relating to an industrial dispute undertaken in response to a work health and safety inspection, use INDUSTRIAL RELATIONS.]

• reviews and monitoring of an agency's work health and safety programs and operations. Includes final report, action plan and documents establishing the review.

[For major internal reviews of work health and safety processes and practices relating to handling child sexual abuse incidents and allegations, use class 62644.]

Destroy 10 years after action completed

62651

Records documenting:

• receipt and provision of advice relating to the work health and safety function;

[For receiving and providing high-level work health and safety advice relating to child sexual abuse incidents and allegations, use class 62644.

For legal advice on work health and safety matters, use LEGAL SERVICES.]

• appointment of first aid officers, fire wardens and safety officers etc. Includes letter of appointment and details of roles and responsibilities; and

• nomination, election or appointment, resignation from and/or termination of a work health and safety representative (formerly an occupational health and safety representative) for a designated work group. Includes documentation on selection, calling for nominations, managing the ballot and results, lists of representatives, and resignation documentation.

Destroy 3 years after action completed

62652

Records documenting:

• routine operational administrative tasks supporting the function; and

• work health and safety activities, other than those covered in classes 62644 to 62651.

[For records documenting alleged or actual incidents of child sexual abuse involving the organisation or the organisation's workforce, visitors and members of the general public (eg WHS investigation case files, including original accident/incident reports), use class 62644.

For records documenting accidents or incidents relating to death, serious personal injury, dangerous occurrences and incapacity involving Commonwealth employees and members of the public, including original accident/incident reports retained for agency work health and safety assessment purposes, use class 62648.

For records documenting all other accidents/incidents involving members of the public aged under 18 years (such as those relating to minor personal injuries), including original accident/incident reports, use class 62649.

For copies of accident/incident reports where a compensation claim has been submitted by a Commonwealth employee or a member of the public, use COMPENSATION.

For copies of accident/incident reports submitted by an employee that are retained on individual personnel files, including where an employee is injured but no compensation claim is lodged, use PERSONNEL MANAGEMENT.]

Destroy 7 years after action completed