Complete & File Documentation & Distribute According To Workplace Requirements

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Records and reports are used within a worksite for many reasons including, planning for the next activity, purchasing of materials, budgeting and for legal reasons.

Maintaining records and reports comes down to filling them out on a regular basis and keeping them all up to date.

Records and reports can be:
• Industry wide (government reporting forms).
• Organisation specific (wages and time sheets).
• Site specific (daily activity records, incident reports, equipment fault reports).

Some of the records or reports that you may need to complete include:
• Fuel or Chemical Usage – the amount of fuel used plus the time taken to use the fuel, oils, other chemicals.
• Computer Readings – this includes maintenance reports, process readings, test results, activity reports and materials readings.
• Logs – supply logs, work activity logs, training logs, stockpile logs and usage or driver logs.
• Shift Documents – end of shift, end of process, despatch details and activity reports.
• Maintenance Records – what maintenance has been completed that day.
• Repair Records – any repairs that have been completed.
• Repair Requests – form asking for an issue to be repaired.
• Fault Records – any operational fault that has occurred during the shift. Potential faults should also be recorded in a fault record.
• Incident Reports– accident forms, incident reports, environmental incidents, OHS investigation reports and QA reports.
• Planning Documents – specifications, activity plans, diary plans, quality assurance plans, environmental plans and occupational health and safety plans.

While each site will need operators to keep detailed records of the activities undertaken during the shift, particular attention will need to be given to documenting problems faced during the shift and the actions taken to fix the problem. Checklists, partially pre-filled forms, and straight notes are commonly used on work sites.

These documents and records could be accessed through computer systems or in a paper format, depending upon the needs of the worksite. If you need help using the recording and reporting procedures for your site, speak with your supervisor to arrange suitable training.