Health and safety regulations apply to employers, who are responsible for providing safe working conditions, and to employees, who are required to follow health and safety rules.
They also apply to supervisors and managers, who must ensure compliance with safety regulations within their teams.
Health and safety specialists are also covered — they oversee safety measures, deliver training, and assess occupational risks.
The regulations also include self-employed individuals, who must ensure workplace safety within the scope of their own activities.

In addition to the basic documents listed above, the employer must also maintain a number of other health and safety-related documents and records, including:

• Work regulations and written confirmation that employees have read and understood them, including H&S provisions

• Workplace accident register

• Register of occupational diseases and a list of suspected occupational disease cases

• Occupational risk assessments, including risks related to noise, vibration, chemical exposure, explosive atmospheres, and manual handling

• Lighting intensity measurements at workstations

• Register of harmful factors to health

• List of employees designated for first aid, fire-fighting, and evacuation duties

• List of jobs prohibited for women and minors

• Agreement with an occupational health service provider

• Record of distribution of work clothing and personal protective equipment (PPE)

• List of H&S service tasks (for companies with more than 100 employees)

• List of tasks requiring at least two workers

• List of particularly hazardous work

• Register of work involving carcinogenic or mutagenic substances and a list of employees performing such work

• Register of work involving harmful biological agents

• List of machines and equipment subject to technical supervision

• Maintenance logbook for material handling equipment

• Register of machines and devices requiring compliance with minimum safety standards

• Results of building inspections, chimney duct clearance, and gas installation checks

• Results of fire protection equipment inspections

• Internal transport organization

• Workplace assessment for computer screen use and record of reimbursed eyewear purchases

• Workplace condition analyses

• Explosion hazard assessment

• Employee qualification records for operating machinery

• Technical and operational documentation (DTR) and machine maintenance logbooks

• Safety data sheets (SDS) for hazardous substances

• Building logbook

• Inspection logbooks

Creating and Managing OHS Documentation is a key element of an employer’s responsibility in ensuring safe and hygienic working conditions. Well-prepared and regularly updated health and safety documentation is essential for legal compliance, protecting the health and lives of employees, and preventing workplace accidents and occupational diseases.

In general, OHS documentation must be retained for various periods, most commonly ranging from 10 to 30 years, depending on the type of document and its relevance to employee health and safety. To ensure legal compliance, the documentation should be stored securely and in a way that allows for easy retrieval—both in paper and electronic form.

An OHS specialist is responsible for maintaining and updating documentation related to occupational health and safety. Below are the key documents they should manage:

• Occupational risk assessments – analysis of hazards associated with specific job positions.

• OHS instructions – development of safety procedures for working with machines, equipment, and emergency situations.

• Workplace accident register – documentation of all workplace accidents, including analysis of causes and preventive measures.

• Register of occupational diseases – records of diagnosed occupational diseases and suspected cases.

• OHS training records – documentation of completed initial, periodic, and specialized training sessions, along with their dates.

• Register of harmful health factors – list of substances or conditions that pose a threat to employee health (e.g., chemicals, noise, vibrations).

• OHS inspection reports – documentation of workplace safety inspections, including audit results and post-inspection recommendations.

• Machine and equipment documentation – register of machinery subject to technical inspections, including technical and operational documentation (DTR).

• Work regulations and OHS procedures – development of work rules and health and safety procedures, including emergency protocols.

• Register of OHS qualifications – list of employees trained in first aid, evacuation, fire extinguisher use, etc.

Certificate of training completion – the employer issues a certificate containing the employee’s details, training date, scope, and signatures of the participant and the trainer.
OHS training records – all trainings are recorded in a special register, including dates, participants, and type of training.
Archiving documentation – documents such as certificates, attendance lists, and tests are kept for 10 years in either paper or electronic form.

All of this ensures compliance with regulations and enables verification of completed trainings.