Keep your communications professional and make sure you know where they are stored. Useful tips if you are ever on the sharp end of an investigation by the Health and Safety Executive (HSE).
Section 20 of the Health and Safety at Work act 1974 gives the HSE the power to “require any person to produce any books or documents… which are necessary for you to see for the purposes of your investigation”.
This seems entirely reasonable if there has been an accident or incident worthy of an investigation, and indeed should be welcomed, not least for valuable lessons learnt. But, as an employer or employee, have you ever considered exactly what documents the HSE might be requiring from you, and have you thought how and where they should be stored so that you can comply easily with an inspector’s request?
Most employers are aware where they store their Health and Safety policy, risk assessments and minutes of meetings such as safety forums or committees. But do you know where your WhatsApp safety chat is stored and uploaded? Could you put your hands on that memo on the intranet that updated the latest safety data sheet?
More importantly, do you have good knowledge of any communication between your employees on Health and Safety issues which may be informally recorded in texts or emails without any consideration being given to them being read in “hindsight”.
Our basic advice is:
- Keep essential Health and Safety documents in one, easily accessed place, whether physically or online
- Be aware that your documents and communications may be subject of inspection and keep them current.
- Make sure you are actually doing what your documents say you do – if not, change your actions or the documents…
- Ensure your workforce are aware that their communications could one day be looked at by an external body and remind them to think before communicating and keep it strictly professional. Don’t forget that can include texts, chats, emails and social media posts.
For help and advice on any of your Health and Safety issues contact us.