Reporting and recording of risk assessments

It is vitally important that the risk assessment exercise is recorded so that there is an effective statement and evidence about how management is taking the appropriate actions to protect health and safety.  

The risk assessment needs to be an integral part of an employer’s overall approach to health and safety, and its results need to be linked to other health and safety records and documents, such as the statement of health and safety policy.  

Ultimately, it should become an integral part of a company’s overall management system.

Whatever the format of the risk assessment report it must be easily accessible to employees, their representatives and to inspectors.

The record of the risk assessment may involve several documents which describe:

• Procedures and safeguards.
• The approach used, and
• The results of the exercise.

Although recording of the risk assessment process is important, the generation of a paper system is not.  The documentation system should not detract from the major purpose of risk assessment; that is, to improve the management of risks and thereby ensure the health and safety of employees.

It is vitally important that the reporter of the risk assessment, records those findings which are judged to be significant.  These include:

• The major hazards identified in the assessment. That is, those hazards which pose serious risks to employees or others who may be affected, if they are not properly controlled.
• A review of the existing risk control and the extent to which they work in controlling the risks.
• Those who may be affected by the significant risks or major hazards including those groups and employees who are especially at risk.