Document Control Policy and Procedure
Editable Word document control policy and procedure for Queensland businesses: document IDs, approval, revisions, registers, record storage, the retention periods the WHS laws set, and secure disposal.
RG
Written by Ryan Graham, health and safety professional (16 years on Queensland sites)
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About this template
Suits any Queensland business that wants its safety documents controlled and its records kept properly. It sets out how to create, approve, issue, change, review and withdraw documents, and lists the record keeping periods the WHS laws set so you know how long to keep each record.
What is included in our document control policy & procedure?
- Policy statement with an approval sign-off
- Plain-English definitions of controlled document, record and revision
- Roles for managers, document owners, supervisors, workers and contractors
- A 21-step procedure from creating a document to review
- Document IDs, approval and the document register
- Change control, superseded documents and uncontrolled copies
- Storing, filing and securely disposing of records
- The retention periods set by the WHS laws, from 28 days to 40 years
- Privacy of health information
- Legislation and references
Legislation and codes of practice referenced
- Work Health and Safety Act 2011 (Qld): s 38(7) (record of notifiable incidents), s 49 (consultation on procedures)
- Work Health and Safety Regulation 2011 (Qld): s 76 and s 77 (confined space records), s 85 (evidence of a licence), s 50 (air monitoring records), s 237 (records of registered plant), s 303 (keeping a safe work method statement), s 313 (WHS management plan), s 359 (firefighting equipment records), s 378 (health monitoring records, hazardous chemicals), s 444 (health monitoring records, asbestos), ss 445 and 529CD (asbestos and crystalline silica training records)
- Electrical Safety Regulation 2026 (Qld): s 204 (records for energised electrical work), s 292 (serious electrical incident records)
- How to Manage Work Health and Safety Risks Code of Practice 2021
- Work Health and Safety Consultation, Co-operation and Co-ordination Code of Practice 2021
- First Aid in the Workplace Code of Practice 2021
- AS/NZS ISO 45001:2018 Occupational health and safety management systems – Requirements with guidance for use (a reference only; the WHS laws do not require it)
What you get
- An editable Microsoft Word document (5 pages), A4 portrait
- Business details and document control typed once and filled in on every page, plus a space for your logo
- Purpose, scope and a policy statement with an approval sign-off
- Definitions, and responsibilities for each role
- A step-by-step procedure that says who does what
- Records, training, monitoring and review, related documents and a revision history
Review it and adjust it to suit your business, your sites and the way your team works, and talk it through with your workers.
Having trouble with your download? Contact us any time. Please read our Disclaimer before downloading.
How to use it
From download to site in three steps
Buy and download
Check out with card, Apple Pay or Google Pay. Your download buttons appear straight away and the links are emailed to you. Links work for 3 months, so save your copies.
Make it yours
Open it in Microsoft Word or Excel. Add your logo, business details, site and job information, and adjust it to how the work is done.
Brief your crew
Talk it through with the workers doing the job, have them sign on, and keep it on site. Review it whenever the job or conditions change.
What format is it?
Microsoft Word. Edit it in Word, or free in Word for the web, and add your own logo and business details.
How do I get it after I pay?
Your download buttons appear as soon as checkout finishes, and the links are emailed to you. You can re-download from your account at any time.
Is it compliant with Queensland law?
It's written around Queensland's Work Health and Safety Act 2011 and Regulation 2011. Tailor it to your site, consult your workers and review it whenever conditions change; no template can guarantee compliance on its own.
What if it isn't right for my job?
If it doesn't match its description or has a fault, tell us and we'll fix it. If you're still not happy, we'll refund you or give you store credit, your choice. Check the sample pages first, as we don't refund a change of mind.
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