Product Overview

The Document Control Procedure is a professionally developed work health and safety document designed specifically for Australian businesses that need a clear, compliant and practical system for managing their safety documentation. This comprehensive procedure sets out how WHS documents are created, reviewed, approved, distributed and archived, helping you demonstrate robust WHS compliance to regulators, clients and auditors.

Built around Australian WHS expectations and best practice, this procedure supports your safety management system by ensuring workers always have access to current, accurate and authorised documents such as policies, procedures, Safe Work Method Statements (SWMS), risk assessments and incident reports. It provides a structured, repeatable method for keeping your WHS information controlled and up to date.

Key Features

• Clear roles and responsibilities for officers, managers, supervisors, workers and WHS advisors.
• Step-by-step guidance for drafting, reviewing and approving WHS documents.
• Defined rules for version control, document numbering and status (current, archived, obsolete).
• Requirements for maintaining a WHS Master Document Register.
• Procedures for distributing controlled electronic and printed copies in the workplace.
• Detailed guidance on WHS record retention, archiving and secure disposal.
• Checklists to support implementation, monitoring and internal auditing.

Benefits

• Strengthen WHS compliance: Aligns your safety documentation with Australian work health and safety legislation, regulations and codes of practice.
• Reduce risk and confusion: Prevents the use of outdated or unauthorised procedures that can lead to incidents, injuries and enforcement action.
• Save time and resources: Provides a ready-to-use framework so you do not have to develop a document control system from scratch.
• Support audits and tenders: Demonstrates that your WHS documentation is systematically controlled, a key requirement for many clients and certification bodies.
• Improve worker confidence: Ensures workers can easily find and follow the correct, current safety procedures for their tasks.

Who is this for?

This Document Control Procedure is ideal for:

• Small to medium enterprises needing a solid WHS documentation framework.
• Large organisations seeking consistency across multiple sites or business units.
• Safety managers, coordinators and WHS advisors responsible for system management.
• HR and compliance staff tasked with maintaining policies, procedures and training records.
• Contractors and labour hire providers wanting to demonstrate strong WHS compliance to clients.

Legislation & References

The procedure is written to align with the principles and duties set out in Australian work health and safety legislation, including the model WHS Act and Regulations as implemented in most jurisdictions. It reflects common requirements found in WHS audits, regulator guidance and recognised safety management standards. While not a substitute for legal advice, it provides a practical, structured approach to controlling WHS documents and records so your organisation can better meet its obligations and maintain a reliable, defensible safety documentation system.