Employer recordkeeping requirements in Canada
Inspectors and health and safety officers can request your documentation at any moment, not just after an accident. Are your employee training records up to date and accurate? More importantly, if you needed them right now, could you find them if an inspector asked for them?
This blogpost explains how to effectively organize your documents and training records to ensure they’re ready if you ever face a safety inspection by a government body.
Who conducts workplace safety inspections?
- Federal workplaces: For federally regulated workplaces (such as banks, telecommunications, and interprovincial transportation), Employment and Social Development Canada (ESDC) sends Labour Program health and safety officers.
- Provincial and territorial workplaces: For most other organizations, provincial or territorial ministries of labour dispatch health and safety officers or inspectors. For example, Ontario’s Ministry of Labour, Immigration, Training and Skills Development enforces the provincial Occupational Health and Safety Act (OHSA).
What can inspectors ask for during inspections?
If government inspectors visit your workplace, their goal is to ensure your organization prioritizes employee protection and complies with applicable occupational health and safety legislation. Inspections typically focus on three areas: compliance with legal requirements, evidence of effective training, and proof that safety measures are consistently implemented and maintained. However, many jurisdictions also use workplace inspection blitz schedules focussed on improving areas of concern based on existing injury data and incident reports.
Training records and documentation: Inspectors will thoroughly examine your employee training program and records. They will look for evidence that employees have completed any required training, understood the material, and can apply it effectively in real workplace situations.
Health and safety records: These documents demonstrate that an organization is actively managing risks and is constantly working to create a safer environment for its workers. Maintaining clear, organized logs and records for fire extinguishers, first aid kits, defibrillators, PPE, and so on can help facilitate a smoother workplace inspection from a safety officer or health and safety inspector. A user-friendly human resources information system (HRIS) is an excellent tool for streamlining and centralizing records. Our HRIS software, Atlas, offers Canadian businesses the tools to better manage risk assessments, safe work procedures, and incident reports, all on a single, secure platform.
Maintaining health and safety logs and records that are documented, dated, signed, and stored in an accessible location known to all workers helps ensure compliance, promotes a safer work environment, and keeps critical records readily available in case an inspection takes place. To add an extra layer of protection, creating a secure digital backup of important safety documents ensures you’re better prepared, even during an emergency or natural disaster. It also provides a convenient way for employees to access documents.
Documents and training records employers must retain
Recordkeeping requirements vary slightly across Canada, but certain training documents are generally expected during inspections. Here’s what you need to have inspection-ready:
Mandatory safety training records
Every jurisdiction requires specific safety training based on your industry and workplace hazards. Common requirements include:
- Certificates and training documentation for Workplace Hazardous Materials Information System (WHMIS) training;
- Violence and harassment prevention training records;
- Emergency response and evacuation procedure training;
- First aid and CPR certification records for designated employees; and
- Equipment-specific training logs for PPE, cranes, confined space entry, and so on.
With any safety training, you’ll need records showing that employees regularly receive job-specific training:
- New employee orientation checklists and completion certificates;
- Skills training records for specialized equipment or procedures;
- Supervisor and management training documentation; and
- Professional development and continuing education records.
Inspectors want proof that training actually happened and was effective. Keep detailed records, including:
- Training attendance sheets with dates and signatures;
- Training materials used and version numbers;
- Competency assessments and test results; and
- Trainer qualifications and certifications.
Health and safety training records and documentation
Health and safety records are often the focus of thorough inspections, as they reflect your dedication to creating and maintaining a safe work environment and meeting legislative requirements. These documents serve as evidence of your ongoing commitment to protecting employees and improving workplace safety. Make sure your organization has a process in place for storing important files like the following.
Incident reports and accident records
- Injury reports and workers’ compensation claims;
- Near-miss incident documentation;
- Investigation reports and corrective actions taken;
- Return-to-work plans and progress monitoring; and
- Medical surveillance records (where required).
Health and safety training records and program documentation
- Written health and safety policies;
- Safety inspection reports and follow-up actions;
- Risk assessments and hazard identification records;
- Written safe operating procedures, personal protective equipment (PPE) distribution logs; and
- If required, health and safety committee meeting minutes and action items.
Compliance records
- Safety data sheets (SDS) for all workplace chemicals and hazardous products;
- Equipment inspection and maintenance logs;
- Environmental monitoring and testing results;
- Permit and certification renewals; and
- Contractor safety records.
Physical or digital storage for employee training records
Workplaces increasingly depend on digital record management systems, and legislation permits electronic records in many situations.
Physical record considerations
Relying only on physical records carries a higher risk of loss. But some organizations must keep physical records with original signatures. In these cases, secure filing cabinets and protective storage are essential to safeguard sensitive files from risks like fires or floods.
Storing encrypted copies of original documents on secure servers not only protects critical information from loss or damage but also allows authorized employees to access them quickly when needed. By integrating protective physical storage with secure digital backups, your organization can establish a robust and reliable system to safeguard its most important records.
Digital record advantages
Electronic systems offer better searchability, backup options, and are easy to share with employees and inspectors. They also decrease physical storage needs onsite, track and manage expiry dates, and can collect time-stamped signatures.
Some digital record best practices to consider
- Ensure documents can’t be altered without leaving an audit trail;
- Maintain backup systems to prevent data loss; and
- Keep security measures in place while allowing the inspector access.
Tips for better recordkeeping and training records
The most well-maintained records are useless if you can’t find them quickly during an inspection. Organization is essential to show your professionalism and commitment to safety.
Create a centralized system
Whether you rely on physical files or digital ones, consistency remains essential. Create clear naming conventions, organize files by employee or topic, and ensure multiple team members are familiar with the system. For onsite needs, consider assembling an inspection-ready binder containing important documents and training certificates.
Train your team in record management
Multiple employees should understand your recordkeeping system and be able to locate documents quickly. This redundancy ensures someone can assist inspectors even if key personnel are unavailable.
Implement regular reviews
Conduct regular reviews, quarterly if not monthly, to ensure records are accurate and up to date. Ensure training certifications are current, employee details are correct, and all necessary documentation is complete. Keep track of upcoming expiry dates for training and health and safety certifications, and monitor legislation for any required changes. A proactive approach like this helps you remain compliant and ready if your organization is selected for an investigation.
Common recordkeeping mistakes
Even well-intentioned employers make mistakes that can lead to penalties or lengthier inspections. Avoiding these common mistakes can help your organization maintain compliance and be well-prepared in the event of an inspection.
Incomplete training documentation: Simply recording that training happened on a specific date isn’t enough. Inspectors want to see what content was covered, how comprehension was verified, and when refresher training will occur. Keep detailed training records of objectives, methods used, and assessment results for every training session.
Outdated employee information: Employment records must show current employee details, including wage rates, job classifications, and contact information. Outdated records indicate poor management and may signal other compliance concerns. Having a secure recordkeeping system in place is a key part of preventing mistakes like these. A secure recordkeeping system is critical, which is why our HR software goes beyond simply storing health and safety documents. It maintains compliance records, manages employee data, and creates useful training records—essential for daily use or during inspections.
Missing signatures: Many jurisdictions require employee signatures acknowledging receipt of policies, completion of training, or agreement to workplace procedures. Incomplete records lacking signatures can often make them invalid.
Need help getting your organization inspection-ready?
We’re here to help. Balancing employee management, business growth, and daily operations—all while staying compliant with developing legislation—can be overwhelming for businesses of any size. Our health and safety and HR services have empowered thousands of Canadian organizations to advance their HR strategies by leveraging Citation Canada’s resources.
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