19. Documents
What are the requirements for written documentation and which ones can be incorporated into the entry permit?
The following written documents are required:- co-ordination document (if applicable)*
- program *
- assessment
- plan
- training records
- entry permit
- on-site rescue procedures *
- on-site rescue equipment inspection records
- air testing results
All of the above documents may be incorporated within the "entry permit" except for those with an asterisk.
How long do the above documents have to be retained?
All of the above documents must be retained for at least 1 year after they are created, and at least the two most recent records of each document must be retained, with the exception of the confined space program which must be maintained at all times if the workplace includes a confined space that workers may enter to perform work.
For construction projects these documents must be retained for the duration of the project, and at least one year after the completion of the project.
Where must these documents be located?
For all workplaces except for construction projects:
- The co-ordination document and program document must be provided to the JHSC or Health and Safety representatives and other employers, where applicable.
- The assessment document must be provided upon request to the JHSC or Health and Safety representative, or to the workers if there is no representation.
- Entry permits must be readily available to every person who enters the confined space or performs related work during the time for which it applies.
- The plan, training records, on-site rescue procedures, rescue equipment inspection and air testing results documents should be readily available at the workplace.
For construction projects:
- The employer must keep available for inspection at the project the assessment, plan, co-ordination document, record of training, entry permit, record of inspection of rescue equipment, and air testing records.
- After the completion of the project, the employer or the constructor must keep a copy of these documents for at least one year.
