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Government of Nova Scotia STAR: Standard for Administrative Records Version 6.0
Human Resource Management
Human Resource Management
4500
Occupational Health and Safety Inspection and Investigation
4500
Records documenting Occupational Health and Safety inspection and investigation. Used for assessing, investigating, monitoring, processing and reporting workplace health and safety incidents and activities as required by the Occupational Health and Safety Act. Includes incident and complaint investigations and reports; hazard assessment and control program activities; workplace compliance and periodic inspections. Examples: compliance notices, hazard assessment reports, hazardous materials inventory, incident reports and investigations, DOEL orders, workplace monitoring and inspection reports.
For meetings of occupational health and safety committees see 4520, Human Resource Management, Occupational Health and Safety Program Management. For employee health records see 4100, Human Resource Management, Employment History.
4500
Occupational Health and Safety Inspection and Investigation
Records relating to the primary as a whole. Used for records which cannot be classified in any existing secondary.
OPR:
4500-20
OHS Inspection and Investigation Subject FilesSO + 0 / 0 / D SO Definitions: no longer required
Information on specific subjects relating to occupational health and safety inspection and investigation. Used for reference purposes.
OPR:
4500-30
Incident Case FilesSO + 1 / 50 / D SO Definitions: incident resolved
Records documenting occupational health and safety incidents. Used for reporting and monitoring activities relating to the investigation of accidents, injuries, and occupational related illnesses in the workplace. Includes employee statement of workplace injury/illness, investigation notes and reports, claim documentation, reports of corrective actions and other follow-up activities. Examples: affidavits, correspondence, first aid treatment reports, follow-up reports, illness reports, incident logs, incident reports, meetings notes, notices, statements of witnesses, working papers.
Records documenting complaint investigation. Used for investigating and reporting workplace safety complaints and concerns. Includes written complaints, follow-up activities, investigations, recommendations and work refusals. Examples: complaint records, correspondence, recommendations, reports.
OPR:
4500-55
Hazard Assessment and Control Case FilesFY + 1 / 6 / D
Records documenting hazard assessments and control. Used for evaluating, implementing and monitoring workplace hazard control program carried out by the department. Includes Hazard Identification Program, hazard assessment, hazard control activities, and information on hazardous materials and hazardous waste. Example: assessments, correspondence, reports, WHMIS (Workplace Hazardous Material Information Sheets).
OPR:
4500-60
Legislative Compliance Case FilesSO + 1 / 6 / D SO Definitions: inspection or investigation activities completed
Records documenting legislative compliance. Used for monitoring and reporting workplace compliance to the OHS Act through inspections and investigations conducted by the Department of Environment and Labour. Includes inspection and investigative activities and processes following the NS Occupational Health and Safety Act. Examples: appeals, compliance notices, correspondence, investigations, orders, reports.
Records documenting workplace inspections. Used for identifying, monitoring and reporting on potential or actual workplace hazards during inspections conducted by the Joint Occupational Health and Safety Committee. Includes routine and periodic inspections, workplace monitoring, hazard identification, environmental testing and measurements (e.g., indoor-air quality, noise levels, toxic substances), equipment monitoring and inspections, and follow-up activities. Examples: inspection reports, interview notes, workplace inspection forms.
OPR:
ACT: Active (Department/Agency)
AR: Archival Appraisal
CY: End of Calendar Year
D: Destroy
DIS: Disposition
DP: Disposition Plan
FY: End of Fiscal Year
OPR: Office of Primary Responsibility
SA: Semi-Active (Records Centre)
SO: Superseded/Obsolete
