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What is a Safety File Policy?

Lets get into this:

What is a Safety File policy?

A workplace Safety File policy is a set of rules and principles that aims to guide managers and workers in how to behave in the workplace.

You can have them in place for numerous different issues – bullying, harassment, internet use, health and safety, and social media are just a few.

Get Your Safety File Policy

Having well-developed Safety File policies and procedures can provide the following benefits to your workplace:

  • They help employees know what is expected of them with respect to standards of behavior and performance.
  • They set rules and guidelines for decision-making in routine situations so that employees and managers do not need to continually ask senior managers what to do.
  • They help you to adopt a consistent and clear response across the company to continually refer to situations involving employee interaction.
  • They allow you to demonstrate good faith that employees will be treated fairly and equally.
  • They allow you to have an accepted method of dealing with complaints and misunderstandings in place to help avoid favoritism.
  • They set a framework for delegation of decision-making.
  • They give you a means of communicating information to new employees.
  • They offer you protection from breaches of employment legislation, such as equal opportunity laws.

What is a (Policy) statement?

A (Policy) statement, or commonly known as a “One Page Policy”, is a one-page policy that in general portrays the company’s dedication towards a specific legislation requirement.

However; it does not go into detail of the procedures, restrictions, scope and how the company applies the policy.

Think about it: Most Health and Safety policies are one-pagers being displayed across the workplace, these policies in general portrays the company’s dedication towards the elimination and mitigation of hazards, and providing training, supervision and information to their employees.

However, they don’t specify how this is being done.

That is why a OHS Programme (Detailed Occupational Health and Safety Programme) is establish, that will outline the procedures on how the company applies itself to comply with the Health and Safety Policy.

What are the requirements for a Safety File policy?

Each policy that is compiled requires ownership, a person (or Department) that is responsible to develop, implement and maintain the policy.

Each policy might also have certain requirements that must be identified, such as legislation, ISO, client and/or insurance requirements.

To better help preparing a policy, companies use “document standards” to identify and list specific requirements. For example:

  • Which department is responsible for this document?
  • Which person in this department is responsible for the developing, implementing, and maintaining of this document?
  • Which legislation governs this document?
  • What is the revision cycle of this document?
  • Where must this document be stored?
  • What are the special requirements for this document? (content requirements)
Safety File Policy Example Template
Safety File Policy Example Template

What is a health and safety policy Safety File Policy?

A health and safety policy are a written statement by an employer stating the company’s commitment for the protection of the health and safety of employees and to the public.

It is an endorsed commitment by management to its employees regarding their health and safety.

A workplace Safety File policy is a set of rules and principles that aims to guide managers and workers in how to behave in the workplace.

You can have them in place for numerous different issues – bullying, harassment, internet use, health and safety, and social media are just a few.

Here is a List of Policies

What is needed in a SHE-File?

Each industry and company will have a different answer to this question. Griffin occupational health and safety solutions uses an approach system to ensure that both legislation and client requirements are complied with.
–   Identify the department
–   Identify legal requirements
–   Identify resources
–   Develop the system
–   Monitor and review the system
–   Continual improvement

There are certain documents that are required by legislation and that are also highly recommended, these include:
–   SHE Policies
–   SHE Plan
–   Letter of Good Standing
–   Appointment Letters
–   Inspections and registers
–   Emergency management plan
–   Risk Assessments
–   Incident and Accident investigation documents
–   Employee details
–   Certificates

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