Inspections and Audits Procedure

1. Purpose

Guidance: Inspections and audits are key components of a proactive safety management system, helping to identify and correct hazards before they cause incidents. This procedure formalizes the process.

The purpose of this procedure is to establish a systematic process for conducting regular health and safety inspections and periodic audits to ensure compliance with legal requirements, company standards, and the overall effectiveness of the OHS management system.

2. Scope

This procedure applies to all workplaces, project sites, equipment, and processes under the control of [Company Name].

3. Definitions

• Inspection: A routine, systematic check of a specific area, piece of equipment, or work process to identify unsafe conditions and acts. Often conducted by area supervisors or H&S representatives.
• Audit: A formal, systematic, and independent examination of the entire OHS management system (or parts of it) to determine whether it conforms to planned arrangements and is effectively implemented. Often conducted by a competent person independent of the area being audited.

4. Procedure

4.1 Inspections

• Frequency: Workplace inspections will be conducted at least monthly by the area supervisor. Critical equipment may require more frequent (e.g., daily) pre-use checks.
• Process: Use standardized checklists to conduct inspections. Document all findings, including both conformances and non-conformances.
• Reporting: Inspection reports must be submitted to the OHS Manager. All non-conformances must be assigned a corrective action with a responsible person and a due date.

4.2 Audits

• Frequency: Internal OHS management system audits will be conducted at least annually. Project sites may be audited more frequently.
• Process: Audits will be conducted by a competent and impartial auditor against a defined scope and criteria (e.g., OHS Act, company standards, ISO 45001). The process will involve document review, interviews, and workplace observations.
• Reporting: A formal Audit Report will be issued, detailing findings, non-conformities (major and minor), observations, and recommendations for improvement. Corrective action plans must be developed to address all findings.