Citipointe must ensure that all key documents are available to all relevant staff, and to ensure records are filled out and filed (electronically or hard copy as appropriate) in an effective and timely manner.  

The WHS Facilitator is responsible for:

• ensuring that any new documents required for the WHS Management System are developed and that prior to inclusion in this site, they have been approved by the Committee of Management; 

• ensuring the file name, which includes the latest review date is recorded in each document;

• using ‘Manage Versions’ on the google drive to replace, not delete and add, a new version; 

• notifying all affected workers of the changes made and that a version highlighting changes to a policy will be provided on the system for one week before being updated to a non highlighted, final version; 

• ensuring a review of current documents is undertaken and the date of the file name be amended accordingly; 

• ensuring records are retained in a systematic manner that ensures information is readily accessible when required;

• ensuring job specific records are filed in a systematic manner and at the conclusion of each job, all records are archived; and

• ensuring all records are archived and retained for a suitable time being at least the minimum retention times as shown below or as required by law.  Confidential records are to be destroyed using a shredder.

Citipointe Church shall retain electronic records in relation to system procedures, safe work procedures, incidents/injuries, training records, corrective action and other documentation stated in this Site. 

Minimum retention times are:

• 7 years for project related records;

• 6 years for accounting related records;

• 3 years for administration records; or

• the length of the warranty period if it is to exceed the above. 

All workers are responsible for:

• completing and filing records as outlined in this WHS Site;

• disposing of records that are not confidential in the appropriate bin;  and 

• shredding all confidential records prior to disposal.