<p>Creating a safe and healthy work environment is not just a moral obligation, it's a smart business decision. But managing employee health records, ensuring compliance, and tracking workplace safety can be a complicated affair. This is where occupational health and safety (OHS) software comes in, offering a powerful solution to streamline processes and empower your organization.</p>
<h4>Identifying the Bottlenecks</h4>
<p>Many companies grapple with the limitations of traditional methods:</p>
<ul>
<li><strong>Time-Consuming Tasks:</strong> Manually managing paper records, tracking compliance, and generating reports is a tedious and error-prone process.</li>
<li><strong>Data Silos:</strong> Important information gets scattered across different systems and archives, making it difficult to get a holistic view and conduct valuable analysis.</li>
<li><strong>Security Concerns:</strong> Paper-based systems are vulnerable to breaches and data loss.</li>
</ul>
<p>OHS software tackles these challenges head-on. It automates manual tasks, centralizes data for easy access, and implements robust security measures, freeing up valuable time and reducing administrative burdens.</p>
<h4>Tailoring the Solution to Your Needs</h4>
<p>The effectiveness of Tealio's OHS software hinges on understanding your organization's specific challenges. Here are some key questions we ask:</p>
<ul>
<li><strong>Outdated Processes:</strong> Are your current OHS procedures in need of an upgrade?</li>
<li><strong>Reactive Approach:</strong> Does your current system focus more on responding to issues rather than preventing them?</li>
<li><strong>Data Accessibility:</strong> How easy is it to gather and analyze OHS data currently?</li>
</ul>
<p>The platform addresses these pain points directly, leading to a more proactive and efficient OHS program.</p>
<h4>The Price of Inaction</h4>
<p>While the initial steps of implementing OHS software might seem like a hurdle, the long-term benefits far outweigh it. Workplace injuries, absenteeism, and high employee turnover can have a significant financial impact. Additionally, outdated OHS methods increase the risk of errors and non-compliance with regulations, potentially leading to:</p>
<ul>
<li><strong>Business Disruptions:</strong> Inefficiencies can hinder operations and productivity.</li>
<li><strong>Damaged Reputation:</strong> Safety concerns can cast a shadow on your company's image.</li>
<li><strong>Financial Losses:</strong> Accidents and non-compliance can result in hefty fines and penalties.</li>
</ul>
<p>OHS software fosters a proactive approach to safety, helping to prevent accidents, improve employee well-being, and reduce turnover. This translates into a healthier work environment, and ultimately, a more successful business.</p>
<h4>Beyond the Dollar Sign</h4>
<p>While cost savings are certainly a compelling argument, the true value of OHS software extends beyond the bottom line. Consider the human impact:</p>
<ul>
<li><strong>Reduced Injuries:</strong>OHS software includes support decision tools which can significantly lower the rate of workplace accidents.</li>  
<li><strong>Improved Retention:</strong> By demonstrating a commitment to employee well-being, OHS software can lead to higher employee satisfaction and lower turnover rates.</li>
<li><strong>Increased Efficiency:</strong> Streamlined workflows and automated tasks free up valuable time for your team, allowing them to focus on higher-level tasks.</li>
</ul>
<p>By focusing on both the financial gains and the human benefits, OHS software is the missing piece to a stronger, healthier workplace for your organization.</p>
<p>
<p>
  Tools to help you:
<ul>
  <li><a href="https://www.ibiweb.org/tools-analysis/full-cost-estimator">Business costs estimator of illness (FCE) 🔗</a> by IBI</a></li>
  <li><a href="https://tealio.ai">Your Occupational Health Software 🔗</a> by Tealio</a></li>
  </ul>
  </p>

pexels-rolled-alloys-specialty-metal-supplier-8992676

Building a Stronger, Healthier Workplace: Why Your Company Needs Occupational Health and Safety Software

<p>In South Africa, there are legal requirements for how long companies must retain occupational medical records. This helps ensure employee health and safety, and protects both employers and workers in case of future issues.</p>

<table border="1" class="table">
<thead>
<tr>
<th scope="col" style="font-weight: 600;">Purpose or Occupational Risk Exposure</th>
<th scope="col" style="font-weight: 600;">Retention Period After Last Entry</th>
</tr>
</thead>
<tbody>
<tr>
<td>Primary Medical Care with No Occupational Exposure</td>
<td>6 - 25 Years</td>
</tr>
<tr>
<td>Fitness for Work</td>
<td>10 Years</td>
</tr>
<tr>
<td>Exposure to Lead</td>
<td>40 Years</td>
</tr>
<tr>
<td>Exposure to Radiation</td>
<td>40 Years</td>
</tr>
<tr>
<td>Exposure to Hazardous Chemical Substances</td>
<td>30 Years</td>
</tr>
<tr>
<td>Exposure to Noise</td>
<td>40 Years</td>
</tr>
<tr>
<td>Exposure to Hazardous Biological Agents</td>
<td>40 Years</td>
</tr>
<tr>
<td>Mineworkers</td>
<td>40 Years</td>
</tr>
<tr>
<td>Divers</td>
<td>6 Years</td>
</tr>
<tr>
<td>Exposure to Asbestos</td>
<td>40 Years</td>
</tr>
<tr>
<td>Injury-on-Duty (IOD) Treatment</td>
<td>10 Years After Treatment</td>
</tr>
<tr>
<td>Occupational Diseases</td>
<td>40 Years</td>
</tr>
<tr>
<td>Mining OH Records</td>
<td>40 Years</td>
</tr>
</tbody>
</table>
<p>By understanding and adhering to these retention periods, South African businesses can ensure they are compliant with the law and protecting the well-being of their employees.</p>

archive-doc

Statutory retention periods for occupational medical records

<p>Occupational medicine is a vital field dedicated to the health and safety of workers. Doctors specializing in this area work to prevent illness and injury, promote worker well-being, and ensure a safe work environment. Underpinning this practice is a complex web of legislation that defines the rights and responsibilities of employers, employees, and healthcare professionals.</p>
  <p>This article provides an overview of some key South African statutes relevant to occupational medicine.</p>
  <h4>Core Legislation</h4>
  <ul>
    <li><strong>Occupational Health and Safety Act (Act 85 of 1993):</strong> This foundational act establishes the framework for workplace safety, requiring employers to provide a safe working environment and outlining worker rights and duties regarding health and safety.</li>
    <li><strong>Compensation for Occupational Injuries and Diseases Act (Act 130 of 1993):</strong> This act governs the compensation system for work-related injuries and diseases, ensuring workers receive appropriate support.</li>
    <li><strong>Basic Conditions of Employment Act (Act 75 of 1997):</strong> This act sets minimum workplace standards, including those related to working hours, leave, and the working environment, which can all impact worker health.</li>
  </ul>
  <h4>Worker Health and Wellbeing</h4>
  <ul>
    <li><strong>Health Professions Act (Act 56 of 1974):</strong> This act regulates the registration and practice of healthcare professionals, including occupational medicine specialists.</li>
    <li><strong>National Health Act (Act 61 of 2003):</strong> This act establishes a framework for a national healthcare system, promoting preventative healthcare approaches that benefit worker health.</li>
    <li><strong>Mental Health Act (Act 17 of 2002):</strong> This act addresses mental health in the workplace by outlining protections for workers and promoting a supportive environment.</li>
  </ul>
  <h4>Specific Industry Regulations</h4>
  <ul>
    <li><strong>Mine Health and Safety Act (Act 29 of 1996):</strong> This act addresses the unique safety hazards faced by mineworkers.</li>
    <li><strong>Civil Aviation Act (Act 13 of 2009):</strong> This act ensures safety standards within the aviation industry, protecting the health of pilots, cabin crew, and ground staff.</li>
    <li><strong>Merchant Shipping Act (Act 57 of 1951) & Merchant Shipping Act Regulations 2004:</strong> These regulations address the health and safety of maritime workers.</li>
  </ul>
  <h4>Additional Considerations</h4>
  <ul>
    <li><strong>Employment Equity Act (Act 55 of 1998):</strong> This act promotes equal opportunities in the workplace, ensuring a safe and healthy environment for all workers.</li>
    <li><strong>Labor Relations Act (Act 66 of 1995):</strong> This act establishes a framework for collective bargaining and dispute resolution, which can play a role in ensuring worker safety is addressed.</li>
  </ul>
  <p>This list is not exhaustive, and occupational medicine professionals should stay informed of all relevant legislation. However, it provides a starting point for understanding the legal framework that supports the practice of occupational medicine in South Africa. By working within this framework, occupational medicine practitioners can play a critical role in safeguarding worker health and promoting safe and healthy workplaces.</p>

The Law

Ensuring Worker Wellbeing: Key Legislation for Occupational Medicine in South Africa

<p>Under the Occupational Health and Safety Act No. 85 of 1993 in South Africa, there are specific retention periods for various health and safety records. According to the Act:</p>
<ul>
<li>All employee medical surveillance records, including base line audiograms, should be retained for 40 years. This applies to records under the Noise Induced Hearing Loss Regulations of 2003
  </li><li>Records under the Lead Regulations, 2001, Hazardous Biological Agent Regulations, 2001, Asbestos Regulations, 2001, and HCS Regulations, 1995, should be kept for 30 years</li><li>Records of incidents or accidents are suggested to be kept for at least 10 years</li><li>General Administrative Regulations, 2003, require certain records to be kept for 3 years</li><li>All project-specific Health and Safety Files should be kept for at least 3 years after the project's completion</li></ul>
<p>
It's important to note that all records, regardless of their retention period, must be easily accessible and kept in a secure storage.</p>
<div class="mt-1 px-4 py-3 rounded-md" style="background-color:#ccfbf1;border:1px solid #2dd4bf;" role="alert">
  <span class="font-bold">Did you know?</span><br/><span class="text-sm">You can keep your file securely accessible from any device from anywhere using Tealio</span>
</div>

Retention Periods Under South Africa's Occupational Health and Safety Act

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