Sustainability & Risk / Health & Safety / Documentation

Health & Safety Documents: Overview

Safety managers often need to document policies and procedures, as well as specific workplace incidents and safety requirements. Health & Safety users work with the following types of documents:

Type of Document	Example	How Created
documents related to specific workplace incidents and work restrictions	marked-up floor plan drawing showing accident location photograph of accident area witness statement investigation report facility manager's order restricting work in an accident area	Using the Manage Document Library task, you directly add to the library documents that are related to workplace incidents and work restrictions. Complete the Related Incident and Related Work Restriction fields to associate these documents with existing incident and restriction records. Using the Track Incident / Documentation tab, you add one or more documents to an incident. The system automatically completes the Related Incident field. Working with the Health & Safety tasks, such as the Track Incident Witnesses task, Track Incident / Response tab, and Track Workplace Restrictions task, you add a document to the record by completing its document field. The system automatically adds the document to the library.
documents attached to the overall safety requirement	training manual attached to a training requirement equipment manual attached to a PPE requirement medical exam check list attached to medical monitoring requirement	Using the Health & Safety tasks, you attach the document and complete the Related PPE Type, Related Medical Monitoring, or Related Training field.
documents that are not associated with specific incidents or safety requirements	policy papers, procedure manuals, workplace evaluation documents, OSHA publications, equipment maintenance records, regulatory audit results.	Using the Health & Safety tasks or Manage Document Library task, you add the documents but do not associate with any safety requirement, incident, or workplace restriction records.
documents attached to specific executions of safety program requirements for specific employees	specific employee's training attendance record or exam results signed receipt of a specific employee's PPE	Using the Track Employee PPE and Track Training Programs Assignments and Results tasks, you complete the task's document field. These records can be accessed only through the Manage EH&S Internal Documents task.

The document library is especially handy for situations in which documents are shared across multiple requirements.

Note: Although all Archibus applications present tasks in which users associate documents with records using the Archibus document management system, only the Compliance, Emergency Preparedness, and Health & Safety applications take advantage of the document library. The document library filters the list of documents to only those that apply to the application of the current task. Therefore, when accessing the document library from Health & Safety, you will see only Health & Safety documents; you will not see documents from Leases Compliance, or Emergency Preparedness.

Health & Safety Document Tasks

Access Health & Safety documents from these tasks in the Health & Safety / Documentation process:

Task	Purpose
Manage Document Library	Includes documents attached to specific safety program requirements, such as the training manual for an training record or a procedure for a type of medical monitoring documents are added to the library and are not associated with specific PPE, training, incident, or medical monitoring records. For example, a general HR training document that applies to several training programs.
Manage EH&S Internal Documents	Includes only documents added to the Health & Safety tables. This includes: documents attached to incident reports documents attached to specific safety program requirements, such as the training manual for a training record or a medical monitoring procedure documents attached to specific executions of safety program requirements for specific employees. This task is useful for users who need to show several pieces of information and documentation, avoiding the need to move through all the different application views to get each of the required documents.

Working with the Document Library

Setting up an Organization Structure

Because the library can contain documents from other applications as well as many Health & Safety-related documents, you may wish to organize your documents for easy access. To do so, you will need to first establish a system of safety-related document folders, categories, and types using the Background Data / Document Library Folders and Document Categories and Types tasks. Then, when you add documents to the library, you can save them according to the folder structure, category, and type for easy retrieval.

Entering Document Details

When you add a document to the library, you can specify several properties about your document; this information can be valuable when searching for your document within the library, managing a large set of documents, and managing general safety documents that are not associated with a particular incident or safety program requirement.

You can specify these general properties for your Health & Safety document:

• folder location
• type and category
• descriptive name
• author and date
• description and notes
• building and site to which the document pertains

Note: You can also specify the above information if you are adding your document using the Track Incidents task / Documentation tab.

Additionally, if you are adding a document that pertains to a specific workplace incident or restriction, or refers to a general PPE, training, or medical monitoring requirement (not to a specific employee's execution of this requirement), you can choose from existing items for:

• related incident
• related training
• related PPE
• related medical monitoring
• related work restriction

Any time this information changes, such as if you wish to re-categorize the document or add additional notes, you can edit this information by using the Manage Document Library task.

See Also

Manage Document Library

Manage EH&S Internal Documents

Objective: Safety Officers Manage Documentation on Accidents and the Corporate Safety Program