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.

Racing Industry Workplace Fatalities

By admin • July 8, 2025
In recent times we have seen the tragic deaths of workers in the horse racing industry. In May 2025, Fiona Ralph tragically died following a head injury sustained while working at Bendigo Racecourse. Less than 2 months later, on the 3 rd July 2025, we heard news of Peta Tait, a 43-year-old worker who was killed at Cranbourne Racecourse. It is believed that she was kicked in the head by a horse while in the stable. She was attended to by medical personnel, who were unable to save her. Jockey Blake Shinn has reportedly paid tribute, stating that “This is a painful reminder of the dangers that come with working in such a demanding and unpredictable environment.” (7 news) As the jockey highlights the dangers – we turn our minds to the unique hazards presented by the industry, many of which are covered in the WorkSafe Victoria Guidebook – Horse Stable and track riding safety: Horse stables and track riding safety | WorkSafe Victoria . The guide is intended to provide information for those working in the industry and outlines how to identify hazards and implement risk control measures. As in all industries, the employer is responsible for providing a safe workplace, and the usual obligations to consult with the workforce and to control hazards in line with the hierarchy of control all apply. There is a section which specifically covers the safety of stables. Of course, horses are strong and unpredictable, and they pose a specific hazard in this industry - and one which cannot be eliminated as part of this particular workplace. The document discusses the need for training and supervision, which is required in all workplaces. Also, the use of PPE as a control measure, indicating that the use of appropriate footwear, helmets and body protection may be required to ensure the safety of those riding, training, feeding and working with horses and cleaning stables. Working alone can also increase the risks of working around horses. According to SafeWork NSW ‘One worker is hospitalised each day in Australia due to a horse related injury’ . Not all of these are workers; however, it does highlight how dangerous working around horses can be. WorkSafe Victoria reports injury claims attributable to horse racing at: Injury hotspots - Horse racing | WorkSafe Victoria . While the racing community must, of course, grieve the recent loss of two of its’ workers, there will concurrently be a WorkSafe investigation and a Victoria Police investigation for the Coroner. No matter the outcome of these investigations, it is an opportunity to look to industry work practices and identify any improvements which could be made to improve safety in the future. The gravity of such an event cannot be underestimated in its’ impact to family, friends and workmates. One can only hope that an improvement in future safety may be one of those impacts. Our sincere condolences to the families of Fiona and Peta.

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