What occupational safety journals should an organization have?
Recommendations for the conduct of occupational safety work by business entities were approved by the Ministry of Labor in 2001 and registered under No. 7. This document contains a complete list of requirements that legal entities must strictly comply with.
For business entities with up to 700 employees, occupational safety can be carried out by a certified specialist with an education corresponding to the profile of the activity. When the number of employees exceeds 700 people, a department is created in the organization.
The responsibility of employees involved in occupational safety includes maintaining records and recording cases of labor safety violations. For this purpose, the business entity opens special journals. They are an integral part of a comprehensive OT system. The obligation to maintain them is determined by Article 212 of the Labor Code of the Russian Federation. All registers for occupational safety have standard forms defined by GOSTs corresponding to their purpose.
The first magazine with which any new employee of an economic entity begins their working life is dedicated to induction training. The register is maintained by the person entrusted with this responsibility by order of the head of the organization. It indicates the date of the briefing, the name and position of the person responsible for its conduct and the person being instructed, the signatures of the parties, the number and name of the instructions. You will learn more about the induction training log in a separate article. A log of occupational safety briefings for persons from third-party organizations is sometimes required during inspections of an enterprise.
Important. Corrections are not allowed in OT logs. All their sheets must be numbered, and the registers themselves must be stitched and sealed with the seal of the business entity. This registration procedure applies to all OT registers.
The second journal, which is one of the mandatory registers on health and safety of every business entity, is devoted to instructing workers in the workplace. It is filled out and maintained by a specialist appointed by order of the manager directly at the employee’s area of work. A log of repeated training at the workplace is also filled out there.
Repeated training at the workplace is carried out at least once every three months, about which a corresponding note is made in the log.
The employer is required to have instructions on labor protection, which should cover all types of work performed, positions and professions existing in the organization or enterprise. All of them are registered in a special register. It is conducted by an OT specialist. Along with it, the legal entity must keep a journal for issuing these instructions. The list of journals on labor protection at the enterprise also includes such registers as:
- logbook for the issuance of work clothing and protective equipment;
- undergoing professional medical examinations;
- mandatory medical examinations at the workplace for certain categories of professions;
- accounting of accidents;
- issuing permits for hazardous work and others, the list of which depends on the scope of activity of the business entity.
Important. Persons entrusted with the responsibility for maintaining occupational safety registers must ensure the safety of the registers for the period specified by current legislation. To store registers, business entities create archives.
Watch the video about filling out the workplace briefing log.
Registration requirements
List of mandatory requirements for maintaining a journal:
- There must be a record that the employee is familiar with the relevant conditions.
- If the calendar year is over, but the journal is not, then it is necessary to draw a line to this end.
- Items must be numbered from the beginning of the year.
- Before using a document, it must be numbered.
- The firmware is supposed to be installed from the title page.
- The magazine needs to be stitched with a special thread.
- The last page requires the signature of the clerk, with a seal applied on top.
In general, the design requirements are set out in the state standard, and can also be taken into account in the Regulations for the enterprise.
When are documents required?
The need to use registers is determined by their name. For example, logs of induction training at the workplace are used when hiring employees and familiarizing them with occupational safety in the organization, and repeated briefings are necessary when conducting planned training.
The procedure for maintaining registers is determined by the instructions of the Ministry of Labor and the Regulations on Labor Safety developed by the business entity. The Regulations are drawn up in accordance with the norms of current legislation.
All necessary labor safety logs at the enterprise are part of the occupational safety system of the business entity and must be filled out without fail. They are conducted in full compliance with the regulations of the current legislation. Some of them can be replaced by registers of a different form. For example, a log for the issue of work clothes and shoes can be replaced with personal accounting cards for the overalls issued to an employee. Which occupational safety logs are required and which are not?
Business entities with a small number of employees can enter into an agreement for the provision of labor protection services with specialized organizations. In this case, the responsibility for maintaining all necessary registers An exception would be workplace training logs.
Employees or employees of subcontractors sent to work for a third-party organization undergo labor safety training before starting work. They are provided with special clothing, footwear and protective equipment. Each business entity that uses employees of other legal entities in its work is required to maintain an appropriate log of training of third-party organizations.
It contains mandatory fields intended to indicate the serial number of the entry, the date it was made, the name of the person being instructed, his position or profession, the purpose of the instruction, and the signature of the person being instructed.
How to flash a logbook?
It is necessary to flash both the accounting of orders, and journals for notes and other things. Some journals are kept at enterprises for years, in these cases it happens that the firmware thread helps the book simply not fall apart into its component parts from old age. In fact, it is difficult to flash only your first document. After all, you don’t know where to start and how to properly stitch a magazine, or how to approach it in general. But working with subsequent documents will be an ordinary routine manipulation and nothing more. How to flash a magazine?
A sample can be seen in the photo below; a visual aid always works better than thousands of written words. If at least one sheet is missing from the magazine, this will immediately prompt the inspection body to think about official forgery at the enterprise. If the sheets were torn out, it means that some information was hidden, and then they will figure out who benefits from this and why. If the inspector definitely wants
What is the content and who maintains the documents?
All registers have common fields to fill out, which must contain complete information about the date and serial number of any event. For example, issuing instructions or permission to perform any work. All entries made in the register are certified by the signatures of the person responsible for carrying out the operation recorded in the document, as well as the recipient of the service. Their full name, information about their profession or position are entered in the register.
The list of occupational safety journals at the enterprise is maintained by persons authorized to do so by order of the manager. In addition to inspectors or occupational safety specialists, such a responsibility may be assigned to site foremen, foremen, foremen, shop managers, etc. All of them must have occupational safety certification.
Every head of an organization must know that it is mandatory to have a certain list of journals with the help of which various aspects of the activities of this company are recorded. Find out how the following journals are drawn up and maintained: registration of official memos, incoming and outgoing documentation, accounting of state control inspections, strict reporting forms, work books and a sanitary journal of the condition of the premises. We will also introduce you to the rules for keeping a log of fire extinguishers and registering fire safety instructions.
How to correctly number pages in the briefing log?
Cases that are subject to full registration are filed with at least four pins in a hard cover or bound, taking into account the possibility of free reading of the text of all documents, dates, visas and resolutions on them. Documents drawn up on sheets of A4 paper in landscape orientation are filed (bound) in the left margin and folded. When preparing files for filing (binding), metal objects (pins, staples, paper clips, etc.) are removed from the documents. Permanent storage files consisting of documents of special scientific, historical, artistic and other value or non-format documents (drawings, manuscripts, etc.) are stored in folders with three flaps and ties or in cardboard cases (boxes).
185. The sheets in the file, except for the document certifying the case and the internal inventory sheets, are numbered in the upper right corner with Arabic numerals in black graphite pencil. The use of ink and colored pencils for numbering sheets is not permitted.
What is the shelf life?
The storage period for occupational safety magazines for a private enterprise is determined by the Order of the Ministry of Culture of the Russian Federation, registered under No. 558 in August 2010. This document is the main regulatory framework for state archives. The minimum storage period should not be less than 10 years.
Important. Practice shows that in some cases related to the loss of health of an employee and in some other cases, documents with a longer period may be needed. Therefore, it is better for employers to keep documents related to occupational safety until the age of 45.
Archives of a business entity can be used to store documents.
The list of labor safety registers required to maintain includes various kinds of orders, instructions, manuals, permits, orders and regulations. All employees must have personal cards. For certain types of work, special health and safety certification certificates are required. Failure of a business entity to have the necessary labor safety registers may result in the imposition of fines on the manager. Those punished will also include employees who are responsible for maintaining occupational safety registers. All punitive measures are taken on the basis of Article 5.27 of the Code of Administrative Offenses of the Russian Federation.
About special magazines
Along with the main documents, the enterprise maintains special-purpose papers, for example, this is a log of the issuance of certificates. According to regulations, all specialists and employees in their areas of activity must undergo training programs in order to be allowed to perform work. After employment, organization of events is necessary, and everything should be organized within the first month.
Programs are developed based on industry affiliation, as well as labor conditions and the nature of the work. The list is approved by the administrative act of the organization.
How to number documents with a pencil or pen
In this case, the document inventory itself is not numbered. Also, in the case of additions, letter numbering is allowed. For example 5a. The most interesting thing is that the numbers need to be placed in the upper right corner. It is worth noting that it is not the pages that are numbered, but the sheets.
In this case, the document inventory itself is not numbered. Also, in the case of additions, letter numbering is allowed. For example 5a. The most interesting thing is that the numbers need to be placed in the upper right corner. It is worth noting that it is not the pages that are numbered, but the sheets.
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The document is handled by the relevant service or a separate specialist of the enterprise. For convenience, it is recommended to assign a unique number to each instruction.
Accounting for the provision of instructions to personnel. Valid for each department, kept by the manager. Accounting for the assignment of a specific electrical safety group.
Includes all employees who are not engaged in the maintenance of electrical installations. The results of the training check are recorded. Registration of accidents.
Conducted in accordance with Resolution of the Ministry of Labor of Russia No. 73. Filling out is carried out during verification activities regarding the situations that have occurred.
A responsible person who has a third electrical safety group is in charge. Accounting for testing skills and standards of work in special electrical installations.
The results of inspections carried out for employees are recorded.
Registration of induction training on fire protection.
