WHS Records Handling Guidelines
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HRD-WHS-GUI-386.6 WHS Records Handling Guidelines 2016 July Page 5 of 15
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5.2 Collection, Indexing and Filing
WHS records and associated requirements listed on the Appendix 1: Master WHS Records Index
and Local WHS Records Index is required to be collected as and when the documents are generated
in preparation for indexing and filing.
Records will be indexed or otherwise sorted, using a method appropriate to their type and security
classification as defined in Appendix 1: Master WHS Records Index. Electronic WHS central
records are assigned metadata in accordance with UOW Records Management Guideline, WHS
Network Drive Procedure and WHS Document Control Guidelines.
The records shall be filed and arrange in convenient order for storage or reference. Filing or records
is based on file type such as hard copy or electronic media and must be filed in a state which is
secured to prevent unauthorised access. Files must be indexed to minimise loss and enable easy
retrieval. Records located locally shall be filed in accordance with the Local WHS Records Index
to ensure the index/sorting method adopted for that type of record and security level for subsequent
ease of retrieval.
5.3 Storage and Maintenance
Where possible the storage and maintenance of all WHS records shall be in accordance with
the UOW Records Management Policy and UOW Records Management Guideline as well as any
requirements specified on the Appendix 1: Master WHS Records Index or Local WHS Records
Index.
All externally generated records, e.g. audit report, improvement notices, will be stored in the
University’s Records Management System by the WHS Unit.
5.4 Privacy, Confidentiality and Access
All data and information contained with WHS records shall observe the UOW Privacy Policy. Any
WHS records which require the collection of private or confidential information shall be identified
on the Appendix 1: Master WHS Records Index and Local WHS Records Index where appropriate
to do so.
Any document listed as having privacy or confidentiality properties shall have its access restricted
to personnel with legitimate business needs. For example, restricted access for hard copy records
includes using a locked filing cabinet, electronic records includes password encryption or restricted
access via electronic workgroups. Access to records is for persons authorised to access such
records, e.g. central records are restricted and may only be retrieved by a member of the WHS Unit.
A person wishing to access a restricted record must make a request in writing which will be
considered by the Manager WHS with reference to the UOW Privacy Policy before the record is
released.
The appropriate procedure for access to these records shall be identified on the local record index.
5.5 Document Protection
Electronic records are controlled by levels of security on the specific electronic system. Changes to
security levels can only be made in accordance with IT Security Policies. Further information on
ensuring protection of records against damage, deterioration and loss is available in the UOW
Records Management Guideline.