If It Isn't In Writing, It Didn't Get Done!
Safety committee minutes should be made of each meeting.
If OSHA or OSH officers show up for an inspection, and safety committees are required, they'll ask if you are having meetings. If you say "yes," you better have the documentation because as far as the government inspectors (or lawyers) are concerned, if it isn't in writing, it didn't get done!
The employer should review and maintain meeting records for at least three years if trend analysis is conducted. Copies of minutes should be posted or made available for all employees and sent to managers and each committee member. If you do not have meeting minutes, claims of negligence against your employer may be more easily substantiated.
All reports, evaluations, and recommendations of the safety committee should be made a part of the minutes of the safety committee meeting. It's not necessary to record everything. Summarize those items that may be necessary to document at a later time. Audit trails should be in place to keep track of formal committee activities.
A reasonable time limit should be established for the employer to respond in writing to all safety committee recommendations. Usually the more serious the matter, the sooner management should respond.
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4-6. How long should an employer review and maintain safety committee meeting records?
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