The question evidence has to answer
Afterwards, the question is always some version of: what did you know, what did you do about it, and how do you know it was done? Records that cannot answer those three are storage, not evidence.
What is worth retaining
- SWMS, by revision, with the date each was accepted and by whom — not just the latest version.
- Verification records showing controls were checked in the field, with what was observed.
- Competency and authorisation for the people who did the work, held rather than sighted.
- Plant records for all plant on site, including hired and subcontractor plant.
- Consultation records — pre-starts, toolbox talks, and what was actually discussed.
- Site control records — permits, inspections of edge protection and access, services location.
- Incident records from report through investigation to the change that resulted.
- Document revision history, so you can establish what was current on a given date.
Why revision history matters more than people expect
Most questions after an event are about a specific date. If your records show only the current version of a document, you cannot show what the crew was working to that day. Revision history converts a document into dated evidence.
How long to keep it
Retention periods vary by record type and jurisdiction, and some health and exposure records run for decades. Set a retention schedule against the record types you actually hold rather than applying one period to everything, and take advice on the categories that carry long statutory periods.
The practical failure
Records exist but cannot be retrieved — scattered across phones, email and three drives, with no index. Unretrievable evidence performs exactly like no evidence at the moment it is needed.
Common questions
Does a verbal instruction count as evidence?
It can be given in evidence, but it carries much less weight than a contemporaneous record and depends entirely on recollection.
Should subcontractor records be held by the principal contractor?
Holding copies of the records relied on — SWMS accepted, competencies verified, plant checked — is far more useful than a note saying they were sighted.
Where we work. Standard service area: Gold Coast, Logan, Brisbane, Moreton Bay and Sunshine Coast. Outside this area, contact Obras for availability and a tailored quote — additional travel and site attendance costs may apply.
General information only. This guide describes common construction practice. It is not legal advice and it is not a substitute for the WHS legislation applying in your jurisdiction, which differs between states and territories. Obras does not certify or guarantee compliance — nobody honestly can. Your officers keep every duty under the WHS Act.