3. Records and Registers

3.1  Legal requirements

A requirement of the Work Health and Safety Regulations 2011, Hazardous Chemicals is that the University maintain certain records and registers.  These records are to be made available when necessary to employees, students, public authorities and the emergency services.

An Emergency Services Manifest (a summary of dangerous goods by class and location) must be available to emergency services personnel.

Licensing requirements of the Flammable and Combustible Liquids Regulations specify that a detailed inventory be kept for flammable and combustible liquids stored in excess of 'minor quantities'.

The table below sets out what records should be kept by the University and for how long:

Records  Years to be kept
Register/Inventory of hazardous substances Ongoing
Register of Safety Data Sheets (SDSs)
[A SDS must be updated every 5 years]
5
Risk assessments 5
Risk assessments indicating a need for monitoring or health surveillance 30
SDS that are part of a risk assessment that indicates a need for monitoring or health surveillance must be retained with the risk assessment for 30 years 30
Results of workplace monitoring and health surveillance 30
Induction and training records 5

3.2  Descriptions

3.2.1 Register/Inventory of Hazardous Substances

It is the responsibility of each cost centre to keep and maintain a register of the hazardous substances that they use.  The current system in use at USQ for registering hazardous substances is Chemwatch. This program is available for all personnel who require it. Access and instructions for use can be gained from the Workplace Health and Safety Coordinator responsible for your area. The form at attachment 1 can be used as a checklist to gain information for Chemwatch.

Chemwatch should be updated as a new hazardous substance is introduced to the cost centre and as the use or production of an existing hazardous substance is discontinued. Chemwatch should be reviewed at least annually.

3.2.2 Register of SDSs

A copy of a SDS must be placed in the cost centre Register of SDSs immediately it is received or prepared.

Each cost centre must also keep a copy of the SDS in the workplace close enough to where the substance is being used to allow easy reference for employees and students who may be exposed to the substance.  Where a SDS is stored on a computer database, there must be a means of printing out the data sheet in a paper copy.

The Category 4 Delegate must ensure that employees and others are made aware of the location of the SDS and the register and that they are trained in how to access information.

A safety data sheet older than 5 years must be updated by the supplier at the request of the University.

For more information refer to Section 2 - SDS.

3.2.3 Risk assessments

Risk assessment reports must be kept for at least 5 years from the date of the last entry.

Those risk assessment reports indicating a need for monitoring and/or health surveillance must be kept for at least 30 years from the date of the last entry. 

Risk assessment forms have been developed in the Faculty of Sciences for use with hazardous substances.  Cost centres may choose to use these forms or to contact USQSafe for assistance in developing forms specific to their requirements.

For more information refer to Section 11 - Risk Assessments.

3.2.4 Results of workplace monitoring and health surveillance

Records of the results of any monitoring and/or health surveillance must be kept for at least 30 years from the date of the last entry.

For more information refer to Section 13 - Health Surveillance and Section 14 - Monitoring.

3.2.5 Induction and training records

Records of induction and training must be held by USQSafe for at least five years.  Details of induction or training dates and participant names must be held in each cost centre and should be forwarded to USQSafe.

A sample induction record developed by the Faculty of Arts is shown in Attachment 2.  Cost centres may choose to use this form or to contact USQSafe for assistance in developing a checklist specific to their requirements.

For more information, refer to Section 12 - Training.

3.3  USQSafe contact

Manager, USQSafe

3.4  Status

Published October 1998
Reviewed October 2009
Reviewed October 2012

3.5  References

Work Health and Safety Act 2011 (Qld)
Work Health and Safety Regulation 2011 Hazardous Chemicals (Qld)
Hazardous Chemicals Codes of Practice 2003

3.6 Attachments

Attachment 1 - USQ Register/Inventory Form for Hazardous Substances (PDF 7kb)
Attachment 2 - Sample Induction Checklist (PDF 13kb)