Office Equipment Filing and Archive Safety SWMS

Product Overview

This SWMS covers office equipment, filing and archive activities, from planning access through to records handling, equipment use and clean-up. It supports planning and managing risks from storage, manual handling, electrical equipment, paper handling and restricted areas.

Activities & Specific Tasks Covered

This document includes task-specific risk controls for:

• Plan filing and archive work with the team
• Prepare clear access routes and work areas
• Access congested archive spaces carefully
• Inspect shelving, cabinets and storage condition
• Retrieve and move archive boxes
• File records and close cabinets safely
• Use a paper guillotine
• Operate photocopying equipment
• Manage toner, chemicals and related waste
• Enter server-room areas under access controls
• Inspect electrical equipment and leads
• Clean up, secure records and sign off

Who is this for?

Suitable for contractors, workers, supervisors and businesses carrying out office filing, archive and equipment activities.

Specific Job Steps & Hazards Covered

Legislation & References

The template includes references relevant to the documented work, including:

• Applicable Commonwealth, state or territory WHS/OHS legislation and regulations, including duties to manage risks, consult workers, provide safe systems of work, maintain safe plant and workplaces, manage hazardous manual tasks, electrical risks, workplace facilities and hazardous chemicals as applicable.
• Model Code of Practice: How to Manage Work Health and Safety Risks (guidance only; confirm adoption and legal status in the relevant jurisdiction).
• Model Code of Practice: Hazardous Manual Tasks (guidance only; confirm adoption and legal status in the relevant jurisdiction). The knowledge base identifies hazardous manual-task risk assessment, worker consultation and use of higher-order controls as key measures.
• Model Code of Practice: Managing Electrical Risks in the Workplace (guidance only; confirm adoption and legal status in the relevant jurisdiction). The knowledge base states that electrical work must only be undertaken by appropriately licensed or registered electrical workers.
• Model Code of Practice: Managing Risks of Hazardous Chemicals in the Workplace (guidance only; confirm adoption and legal status in the relevant jurisdiction).
• AS 4084 Steel storage racking; use as applicable for design, installation, inspection, load signage and operation of archive shelving or racking.
• AS/NZS 3760 In-service safety inspection and testing of electrical equipment; apply the organisation's risk-based inspection and test program.
• AS/NZS 3000 Electrical installations (Wiring Rules); apply to fixed electrical installations and alterations by authorised electrical workers.
• AS/NZS 3190 Approval and test specification—Residual current devices; relevant to RCD selection and testing where RCD-protected portable equipment is used.

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Standard SWMS Features (Click to Expand)

• Task-specific job steps, hazards and control measures
• Initial and residual risk ratings
• Assigned responsible persons for each job step
• Plant, equipment and PPE requirements where applicable
• Permits, qualifications and high-risk construction work details where applicable
• Worker consultation, sign-off and review sections