Baseline Documents

This is a simple list of the basic health and safety documents that a company should have. They will not all apply to every company, but if you don’t have one of these then there should be a clear reason why not.

  • Safety Policy
    This is a statutory requirement if you have 5 or more employees (including the company owners / directors).
    If you want to copy our format please feel free – but as each company document should be unique to that company and cover the specific needs of that company we strongly advise that you look at the HSE website, or ask for help, before writing a policy document.
  • Organisation Statement(s)
    Technically this is a part of the health and safety policy – but this is often written separately. It needs to cover the roles and responsibilities of key staff, and explain how key management processes will be undertaken. This especially includes risk assessment and training issues.
    Typically you will also need to consider the selection and management of contractors.
  • Arrangements Document(s)
    Technically a part of the health and safety policy but frequently found as a stack of separate documents – normally specifying the actions with respect of specific issues. Typical issues include fire evacuation, use of tools / equipment, manual handling, use of DSE, and a whole hoad of other issues. These documents will be as varied as needed for your company, but they should only provide the level of detail needed. You may also want to have separate Standard Operating Procedures for routine work activities.
  • Fire Risk Assessment(s)
    These are statutory documents that cover the fire risk of working in the premises you occupy. When you rent space the main structural FRA will be provided by the landlord, but you will still need to consider the risks of the work that you undertake and how you will evacuate people in the case of fire, and prevent the spread of fire (including fire alarms and fire fighting).
  • Training Records
    These are one of the first things that any investigator will want to look at after any form of incident, as they demonstrate the likely competency of your staff involved in the incident.
    Typically training records are managed with a trainng matrix and then the information about each employee and each course are filed separately.
  • Employers Liability Compulsory Insurance (ELCI)
    As the name says it is compulsory if you have employees or people who are under a similar level of control as an employee (potentially including volunteers, some contractors, directors

If you do not have one of these key documents for your company then please do contact us now and we will help you to develop a suitable document, or help you to find a suitable supplier of the service(s) you are missing.

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