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.

Working Alone on Farms

By admin • June 10, 2025
Farm workers are often working alone and in an isolated location where there is no assistance from others and often limited or no communication. Remote or isolated work often includes working alone and outdoors and it may be difficult to get help in an emergency. Access can be long and difficult and there may be limited access to resources. On top of this, there is less access to support networks and communication and technology may be unreliable or absent. All these factors can add to the risk of the work. These unique challenges should all form part of the thinking when working to create a safer workplace for those working on farms. The duty to provide a safe workplace sits with the employer, who has a legal requirement to provide a safe workplace for the workers on the farm. Often the employer may also work on the farm themselves, and the same hazards will pose a risk to them too. Implementing some controls to help reduce the risk of working alone on farms can help ensure that everyone gets home alive and well, including the employer/ farm owner. The control measures will depend on the exact type of work being conducted on the farm, but things to think about may include: Monitoring weather conditions and emergency warnings Ensuring some form of communication is available Providing personal distress beacons Ensuring all personnel have a first aid kit and are trained in how to use it Implementing a buddy system to reduce the time spent working alone Additional training provided to reduce the impact of isolated work Mental health support Farming will usually involve work which is dangerous, including machinery, powerlines, heights, animals, chemicals, and the list goes on. All these risks need to be controlled to a level which is reasonably practicable, but they become more dangerous when the worker is working alone or in an isolated location. Often even the most basic issue is not adequately dealt with – how to call for help? One of the most important issues is to consider is: Is there are reliable means of emergency communication? You must consider how you will know if something has gone wrong and how to locate the person in the case of an emergency. You may like to think about: Is there a check in procedure? Do you have a location system? Do you have a satellite communication or radio if there is no phone signal? Do you have an Emergency Locator Beacon with GPS for use in case of an emergency? If you have mobile coverage, have you considered using Emergency Phone Apps?  For more information on this topic, including on how to develop emergency procedures, take a look at: Working alone on farms | WorkSafe Victoria and Working alone or in remote areas | Safe Work Australia It really is important to take the time to consider the risk of working on farms, especially when alone and in isolation. Not only do we need to do this to fulfil the legal duties under the OHS Act - but most of all, to make sure we all make it home at the end of the day.

Notorious Elevated Work Platforms

By admin • June 3, 2025
Elevated Work Platforms (EWP’s ) can take a number of forms including scissor lifts, vertical mast lifts and the various types of boom lifts/ cherry pickers. But no-matter which type, EWP’s are notorious - being responsible for deaths and injuries in the workplace. Recently in Victoria, there was a tragic incident which resulted in the death of an employee. The use of an EWP can expose an operator to multiple hazards, including: Electrical Crushing Falls Overturning Water Falling objects Collision Environmental hazards All people who are involved in the use of an EWP must be trained, competent and supervised. This includes the operator and the observer or spotter. For boom type EWP’s, a High Risk Work License (HRWL) is also required. Electrical Spotters training is also required if the EWP will be operated in an area where there are power lines. Use of EWP’s which classify as High Risk Construction Work will also require work to be conducted in accordance with a Safe Work Method Statement (SWMS). The use of harnesses may also be required and training in their use must be provided. Inspections and maintenance of the EWP must be undertaken, including pre-start checklists and procedures. There must be emergency procedures in place, including training in these procedures. Above all, a person operating an EWP must never work alone. When planning to use an EWP - The same principles apply as with all OHS matters – That is, that hazards must be identified and controlled, in line with the hierarchy of control. The employer has a duty to use the highest order control to protect their workers from harm. For more information on the use of Elevated Work Platforms, visit: Elevating-work-platforms-edition-4-2023-06.pdf or contact BeSafe Victoria HSR Training and support | BeSafe | Regional Victoria