What Information Can An HSR Have Access To

admin • November 20, 2024

A Health and Safety Representative (HSR) plays a crucial role in ensuring workplace safety and compliance with health and safety regulations. The specific information a Health and Safety Representative can access vary as limitations do exist. However, generally, an HSR can access the following types of information:


 1. Risk Assessments and Hazard Identification

  - Workplace Risk Assessments: Documentation and reports identifying potential risks or hazards in the workplace (e.g., chemical hazards, machinery, ergonomics, etc.).

  - Hazard Control Measures: Information about existing controls and measures in place to mitigate or eliminate identified risks.


2. Health and Safety Policies and Procedures

  - Workplace Safety Policies: Company-wide health and safety policies, guidelines, and protocols.

  - Emergency Procedures: Evacuation plans, first aid protocols, and procedures for responding to accidents or emergencies.


 3. Workplace Injury and Incident Reports

  - Accident and Injury Reports: Documentation of workplace accidents, injuries, and near misses. This includes investigation reports and any follow-up actions taken to prevent recurrence.

  - Incident Logs: Records of any safety incidents, including time, place, cause, and impact on workers.


4. Workplace Safety Training Records

  - Training Records: Information on safety training and certifications for workers, including what training has been provided and whether employees are up to date on required courses.

  - Safety Inductions: Details of safety induction programs for new employees or contractors.


5. Workplace Inspections and Audit Results

  - Inspection Reports: Results from routine or special safety inspections of the workplace.

  - Audit Results: Internal or external audits that evaluate safety systems, compliance, and performance.


6. Exposure Records

  - Workplace Exposure Monitoring: Records detailing employee exposure to potentially hazardous substances, including chemicals, noise, and physical agents.

  - Personal Protective Equipment (PPE) Use: Information about PPE requirements and employee compliance with PPE protocols.


7. Health Surveillance Data

  - Medical Records: In Victoria, HSRs may have access to workers' health surveillance records, particularly if the worker is exposed to harmful substances or physical conditions. However, there are limitations and requirements. (see below).

  - Workplace Health Monitoring: Data on health monitoring initiatives like hearing tests, lung function tests, etc.


8. Compliance and Regulatory Documents

  - Compliance Records: Documents related to compliance with national or regional health and safety laws and regulations, such as safety permits and certifications.

  - Regulatory Inspections: Reports and recommendations from inspections conducted by regulatory agencies (e.g., OSHA in the U.S., HSE in the UK).


9. Corrective Actions and Safety Committees

  - Corrective Action Plans: Information about actions taken or planned in response to identified hazards, incidents, or safety deficiencies.

  - Safety Committee Minutes: Minutes from health and safety meetings or committees, where safety issues and concerns are discussed.


 10. Workplace Safety Reports and Statistics

  - Health and Safety Performance Data**: Statistics related to workplace accidents, injuries, and safety performance (e.g., incident rates, lost time injury frequency rates).

  - Occupational Health Data: Data on the health of employees, including common workplace illnesses or injuries.


11. Consultation with Workers

  - Feedback and Concerns: Input from workers about safety concerns or potential hazards they have observed or experienced.


 Access Rights and Limitations

While an HSR has broad access to health and safety information, the exact level of access may depend on:

 - Confidentiality and Privacy: Sensitive personal information (e.g., medical records) may be restricted, but HSRs typically have access to aggregate data rather than individual health records. HSRs can obtain permission from the individual or individuals involved or have sensitive information redacted.


In Victoria, employers are required to consult with and provide relevant safety information to HSRs to enable them to perform their duties effectively. This helps ensure that the workplace is as safe as possible and that health risks are minimized.


If you require additional information or clarification, please contact BeSafe.

The Safety Spotlight on Small Business

By admin • July 1, 2025
The rise of podcasts has made learning and information so accessible and learning about OHS is no different. We came across the WorkSafe Act podcast ‘The Safety Spotlight’ episode on ‘Small Business’. In this podcast, Jacqui Argius, the WorkSafe ACT Commissioner talks about safety in small business . She is joined by Michelle Boundy in a podcast led by Lish Fejer. They discuss a number of matters relating to safety in the small business environment, which are summarised below. Small businesses are required to be compliant with safety legislation, no matter how small they are. It is often the case that small businesses have less OHS expertise. Sometimes they may think that a serious incident ‘won’t happen here’. They may not have a good understanding of what their legal obligations are. Sometimes there may be a ‘fear factor’ about their lack of understanding of how to meet their legal obligations. They may think that they are too small to need proper systems. But – just because they are small, this doesn’t mean that they don’t need to meet the same requirements as the larger businesses when it comes to safety, and this includes both physical and psychosocial safety. Small businesses must also have WorkCover insurance. Like in all businesses, consultation is key. ‘Talking to your workers’ is so important to ensuring a safe workplace. This includes ensuring that young workers and those from culturally and linguistically diverse backgrounds can understand. Guidance material regarding how to communicate safety information is available. The importance of training is also covered. Small businesses must have an induction process and ongoing training for their workers. Employees must also be trained in how to report hazards. The application of risk management systems and the hierarchy of controls is the same in small business as in any workplace, as is the concept of ‘ reasonably practicable ’. The commissioner highlights that the cost of implementing a control will not be considered to be important if a matter goes to court. The employer must eliminate or implement controls to all risks to health and safety. The podcasters acknowledge that there are a myriad of pressures on small businesses – but highlight that this does not reduce their obligations in relation to safety. Nor does it exempt the business from enforcement by the regulator: ‘we will be regulating them the same as anyone else’. Overall, the podcast highlights the need for small business owners to be pro-active and build a safety-first culture. To listen to the WorkSafe ACT Small Business Podcast, check out: Ep. 2 - Small Business There are many resources available to small business to ensure that they are providing and safe and healthy workplace. In Victoria these include: Getting some help from WorkSafe through the OHS Essentials program, which is free to small business and a great place to start. Accessing health and safety checklists as a way to begin a self-assessment. Reading about your obligations and legal requirements. Take a look at the WorkSafe website to access these resources here: Small business | WorkSafe Victoria

Education: The Key to Workplace Safety

By admin • June 24, 2025
At BeSafe Victoria, we live, eat and breathe safety education. Why? Because we believe it is the key to workplace safety. We see and hear the on-the-ground OHS stories from our participants on a daily basis, both during training and while providing follow-up support. It is remarkable to see the transformation that occurs during a training course, as participants grow their safety knowledge and become empowered to influence their own safety and that of their workplace. In regional Victoria, it is not uncommon for OHS Literacy to be very low. This is not in all workplaces, but certainly our experience shows that many workers have received very little or no training in OHS. By gaining an understanding of OHS, we can empower individuals to keep themselves safe. This includes in understanding their rights, recognising hazards, mitigating risks and knowing when to say no to unsafe work. Training an individual also means that they can bring this new knowledge to their workplace, leading to positive improvements in safety outcomes for their colleagues. Safety training has broader implications too – it can inspire conversations with family and friends, creating a ‘ripple effect’ of improved safety awareness in the community. We often see participants who deeply care about safety and have put their hand up to become a Health and Safety Representative (HSR) in their workplace. These participants come in with the drive and walk out with the tools and the passion they need to make a really tangible difference in their workplace. We know of many stories of trained HSR’s who go on to transform the safety of their workplaces. Whether we are duty holders, supervisors, HSR’s, or employees – we all have a role to play in the safety of our workplace – and with the right knowledge, we can make a positive contribution.  What truly underpins a safe work environment? The answer lies in education .