The Construction Safety Documentation

Handbook: 100 Mandatory Documents for

Safety Professionals
1. Accident reports:

Documents that detail the circumstances, causes, and consequences of workplace accidents.

2. Incident reports:

Records of any workplace incidents that do not result in injuries or accidents, such as near-misses or
property damage.

3. Safety inspection reports:

Reports generated after conducting safety inspections to identify hazards, non-compliance with safety
regulations, and potential risks.

4. Safety meeting minutes:

Notes taken during safety meetings, including discussions, decisions, and action items related to
safety issues.

5. Safety training records: Documentation of employee training sessions, including topics covered,
attendees, and dates.
6. Safety policies and procedures:

Written guidelines and protocols that outline safety expectations and procedures for employees to
follow.

7. Job hazard analysis (JHA) documents:

Assessments that identify potential hazards associated with specific job tasks and provide
recommendations for mitigating risks.

8. Safety equipment inspection records:

Records of regular inspections and maintenance performed on safety equipment, such as fire
extinguishers or personal protective equipment.

9. Safety audit reports:

Reports generated after conducting comprehensive audits of safety practices and procedures to
identify areas for improvement.

10. Emergency response plans:

Detailed plans outlining procedures to be followed in the event of emergencies, such as fires, natural
disasters, or medical emergencies.

11. Safety violation notices:

Written notifications issued to employees or contractors who have violated safety policies or
regulations.

12. Safety improvement plans:

Action plans developed to address identified safety deficiencies and improve overall safety
performance.

13. Safety incident investigation reports:

Detailed reports documenting investigations into safety incidents, including root cause analysis and
recommendations for prevention.

14. Safety committee meeting minutes:

Notes taken during meetings of the safety committee, including discussions, decisions, and action
items related to safety issues.
15. Safety signage records:

Documentation of safety signs posted in the workplace, including their locations and any updates or
changes made.

16. Safety communication records:

Records of safety-related communications, such as memos, emails, or newsletters, distributed to

employees.

17. Safety observation reports:

Reports documenting observations made by employees or supervisors regarding safety hazards or

non-compliance.

18. Safety performance metrics:

Quantitative measures used to assess the effectiveness of safety programs and initiatives, such as
injury rates or near-miss reporting rates.

19. Safety incident trend analysis reports:

Reports that analyze trends and patterns in safety incidents to identify recurring issues and develop
targeted prevention strategies.

20. Safety program evaluation reports:

Assessments of the effectiveness and efficiency of safety programs, including recommendations for
improvement.

21. Safety equipment maintenance records:

Documentation of maintenance activities performed on safety equipment, including dates, tasks

performed, and any issues identified.

22. Safety training program materials:

Materials used for safety training sessions, such as presentations, handouts, or videos.

23. Safety orientation records:

Records of safety orientations provided to new employees, including topics covered and
acknowledgement of understanding.
24. Safety hazard identification records:

Documentation of identified hazards in the workplace, including their locations, severity, and
recommended control measures.

25. Safety risk assessment reports:

Assessments that evaluate the level of risk associated with specific hazards and provide
recommendations for risk mitigation.

26. Safety compliance records:

Documentation of compliance with safety regulations, standards, and policies.

27. Safety incident response records:

Records of actions taken in response to safety incidents, including notifications, emergency

procedures, and communication with authorities.

28. Safety incident prevention records:

Documentation of measures implemented to prevent future safety incidents, such as engineering

controls or procedural changes.

29. Safety incident follow-up records:

Records of follow-up actions taken after safety incidents, including corrective actions, training, or
policy updates.

30. Safety incident closure reports:

Reports that document the closure of safety incidents, including confirmation that all necessary
actions have been completed.

31. Safety incident root cause analysis reports:

Detailed analysis of the underlying causes of safety incidents to identify systemic issues and develop
preventive measures.

32. Safety incident corrective action plans:

Plans outlining specific actions to be taken to address identified root causes and prevent similar
incidents from occurring.
33. Safety incident lessons learned reports:

Reports that capture key learnings from safety incidents and provide recommendations for
improvement.

34. Safety incident near-miss reports:

Documentation of incidents that had the potential to cause harm but did not result in injuries or
accidents.

35. Safety incident first aid records:

Records of first aid provided to injured employees, including details of the incident and treatment
administered.

36. Safety incident medical treatment records:

Documentation of medical treatment received by injured employees, including diagnoses, treatments,

and follow-up care.

37. Safety incident lost time records:

Records of workdays lost due to injuries or accidents, including details of the incident and duration of
absence.

38. Safety incident fatality records:

Documentation of workplace fatalities, including details of the incident, investigations, and any legal
or regulatory actions taken.

39. Safety incident property damage records:

Records of damage to company property resulting from safety incidents, including assessments and
repairs.

40. Safety incident environmental impact records:

Documentation of any environmental impacts resulting from safety incidents, including spills or
contamination.

41. Safety incident witness statements:

Statements provided by witnesses to safety incidents, detailing their observations and any relevant
information.
42. Safety incident photographs or videos:

Visual documentation of safety incidents, including images or videos of the scene, equipment, or
injuries.

43. Safety incident scene investigation records:

Documentation of investigations conducted at the scene of safety incidents, including evidence

collection and analysis.

44. Safety incident equipment failure records:

Records of equipment failures or malfunctions that contributed to safety incidents, including

investigations and repairs.

45. Safety incident subcontractor records:

Documentation of safety incidents involving subcontractors, including investigations, corrective

actions, and communication.

46. Safety incident client records:

Records of safety incidents involving clients or customers, including investigations, communication,

and any legal or regulatory actions.

47. Safety incident regulatory agency records:

Documentation of safety incidents reported to regulatory agencies, including investigations and any
resulting actions.

48. Safety incident insurance claim records:

Records related to insurance claims filed for safety incidents, including documentation, investigations,
and settlements.

49. Safety incident legal records:

Documentation of any legal actions or proceedings related to safety incidents, including lawsuits or
regulatory penalties.

50. Safety incident media communication records:

Records of communication with the media regarding safety incidents, including press releases or
statements.
51. Safety incident public relations records:

Documentation of public relations efforts related to safety incidents, including messaging and
outreach activities.

52. Safety incident employee counseling records:

Records of counseling sessions conducted with employees involved in safety incidents, including
discussions and recommendations.

53. Safety incident disciplinary action records:

Documentation of disciplinary actions taken against employees involved in safety incidents, including
warnings or terminations.

54. Safety incident worker compensation records:

Records related to worker compensation claims filed for injuries or illnesses resulting from safety
incidents.

55. Safety incident insurance premium records:

Documentation of insurance premiums paid for coverage related to safety incidents.

56. Safety incident cost analysis reports:

Reports that analyze the financial costs associated with safety incidents, including medical expenses,
property damage, and lost productivity.

57. Safety incident insurance coverage records:

Documentation of insurance coverage related to safety incidents, including policy details and
coverage limits.

58. Safety incident insurance claim settlement records:

Records of settlements reached for insurance claims related to safety incidents, including payment
details.

59. Safety incident insurance policy records:

Documentation of insurance policies related to safety incidents, including terms, conditions, and
exclusions.
60. Safety incident insurance renewal records

These records document the details and terms of insurance policies specifically related to safety
incidents. They include information such as policy numbers, coverage limits, deductibles, exclusions,
endorsements, and policyholder information.

61. Safety incident insurance audit records:

Documentation of audits conducted by insurance providers to assess the effectiveness of safety

programs and compliance with policy requirements.

62. Safety incident insurance loss control records:

Records of loss control measures implemented to minimize the frequency and severity of safety
incidents, such as safety training programs or safety equipment upgrades.

63. Safety incident insurance risk assessment records:

Assessments that evaluate the level of risk associated with safety incidents and inform insurance
coverage decisions.

64. Safety incident insurance claim history records:

Documentation of past insurance claims related to safety incidents, including details of the incidents,
investigations, and settlements.

65. Safety incident insurance coverage limits records:

Documentation of the maximum amount of coverage provided by insurance policies for safety
incidents.

66. Safety incident insurance deductible records:

Records of the amount that policyholders are responsible for paying before insurance coverage
applies to safety incidents.

67. Safety incident insurance exclusions records:

Documentation of specific situations or events that are not covered by insurance policies for safety
incidents.

68. Safety incident insurance endorsements records:

Records of additional coverage or modifications made to insurance policies for safety incidents.
69. Safety incident insurance policyholder records:

Documentation of individuals or organizations that hold insurance policies for safety incidents,
including contact information and policy details.

70. Safety incident insurance broker records:

Records of insurance brokers who assist policyholders in obtaining insurance coverage for safety
incidents, including contact information and policy details.

71. Safety incident insurance carrier records:

Documentation of insurance carriers that provide coverage for safety incidents, including contact
information and policy details.

72. Safety incident insurance adjuster records:

Records of insurance adjusters who assess and investigate insurance claims related to safety incidents,
including contact information and claim details.

73. Safety incident insurance underwriter records:

Documentation of insurance underwriters who evaluate and determine the terms and conditions of
insurance policies for safety incidents, including contact information and policy details.

74. Safety incident insurance loss prevention records:

Records of loss prevention measures implemented to reduce the likelihood and impact of safety
incidents, such as safety training programs or safety equipment upgrades.

75. Safety incident insurance claims management records:

Documentation of the management and processing of insurance claims related to safety incidents,
including claim details and communication with policyholders.

76. Safety incident insurance claim investigation records:

Records of investigations conducted to assess the validity and extent of insurance claims related to
safety incidents, including evidence collection and analysis.

77. Safety incident insurance claim settlement negotiation records:

Documentation of negotiations between insurance providers and policyholders to reach a settlement

for insurance claims related to safety incidents.
78. Safety incident insurance claim payment records:

Records of payments made by insurance providers to policyholders for insurance claims related to
safety incidents.

79. Safety incident insurance claim reserve records:

Documentation of funds set aside by insurance providers to cover potential future payments for
insurance claims related to safety incidents.

80. Safety incident insurance claim closure records:

Records that document the closure of insurance claims related to safety incidents, including
confirmation that all necessary actions have been completed.

81. Safety incident insurance claim audit records:

Documentation of audits conducted to assess the accuracy and compliance of insurance claims
related to safety incidents.

82. Safety incident insurance claim fraud investigation records:

Records of investigations conducted to identify and prevent fraudulent insurance claims related to
safety incidents.

83. Safety incident insurance claim dispute resolution records:

Documentation of efforts to resolve disputes or disagreements between insurance providers and

policyholders regarding insurance claims related to safety incidents.

84. Safety incident insurance claim data analysis records:

Records of data analysis conducted on insurance claims related to safety incidents to identify trends,
patterns, and areas for improvement.

85. Safety incident insurance claim benchmarking records:

Documentation of comparisons made between insurance claims related to safety incidents and
industry benchmarks to assess performance and identify areas for improvement.

86. Safety incident insurance claim performance metrics:

Quantitative measures used to assess the performance and effectiveness of insurance claims related
to safety incidents, such as claim settlement time or customer satisfaction ratings.
87. Safety incident insurance claim customer satisfaction records:

Documentation of policyholder satisfaction with the handling and resolution of insurance claims
related to safety incidents.

88. Safety incident insurance claim process improvement records:

Records of efforts to improve the efficiency and effectiveness of the insurance claims process for
safety incidents, including process changes or technology upgrades.

89. Safety incident insurance claim technology records:

Documentation of technology systems or tools used to manage and process insurance claims related
to safety incidents, including software platforms or data management systems.

90. Safety incident insurance claim system records:

Records of the systems and processes used to manage and track insurance claims related to safety
incidents, including documentation of workflows and procedures.

91. Safety incident insurance claim workflow records:

Documentation of the steps and procedures involved in the processing and management of insurance
claims related to safety incidents.

92. Safety incident insurance claim document management records:

Records of the storage, organization, and retrieval of documents related to insurance claims for safety
incidents, including policies, reports, and correspondence.

93. Safety incident insurance claim data security records:

Documentation of measures taken to protect the confidentiality, integrity, and availability of data
related to insurance claims for safety incidents.

94. Safety incident insurance claim privacy records:

Records of policies and procedures implemented to ensure the privacy and protection of personal
information collected during the insurance claims process for safety incidents.

95. Safety incident insurance claim compliance records:

Documentation of compliance with legal, regulatory, and industry requirements related to insurance
claims for safety incidents.
96. Safety incident insurance claim training records:

Records of training provided to employees involved in the management and processing of insurance
claims for safety incidents, including topics covered and attendance.

97. Safety incident insurance claim records retention policy:

Documentation of the policies and procedures for the retention and disposal of records related to
insurance claims for safety incidents, including retention periods and storage requirements.

98. Safety incident insurance claim records retention policy:

This refers to the documentation of policies and procedures for the retention and disposal of records
related to insurance claims for safety incidents. It outlines the specific retention periods for different
types of records, such as claim documents, investigation reports, and settlement agreements. The
policy also includes guidelines for the secure storage and disposal of these records once their
retention period has expired. This ensures that relevant records are retained for the required duration
and that unnecessary records are disposed of properly.

99. Safety incident insurance claim data security records:

These records document the measures taken to protect the confidentiality, integrity, and availability
of data related to insurance claims for safety incidents. This includes information security protocols,
encryption methods, access controls, and data backup procedures. The records also outline any
security incidents or breaches that have occurred and the corresponding response and mitigation
measures. By maintaining these records, organizations can demonstrate their commitment to
safeguarding sensitive claim data and complying with data protection regulations.

100. Safety incident insurance claim privacy records:

These records detail the policies and procedures implemented to ensure the privacy and protection of
personal information collected during the insurance claims process for safety incidents. They outline
how personal data is collected, stored, used, and shared in compliance with privacy laws and
regulations. The records also include any privacy incidents or breaches that have occurred and the
actions taken to address them. By maintaining these records, organizations can demonstrate their
commitment to protecting the privacy rights of individuals involved in safety incident insurance
claims.

These records and documents are essential for maintaining a comprehensive and effective safety
management system, ensuring compliance with regulations, and facilitating continuous improvement
in workplace safety.