12.00 – Records & Statistics

General

The safety program will consist of the following main components:

  • corporate manual
  • worksite information system

The site supervisor or designate will ensure all worksite information system components are:

  • available for worker review during operational hours
  • kept clean and organized according to the pre-determined design
  • made available for inspection to all regulatory officials upon their request

Living Document

The safety program as a whole represents a living document that will continue to evolve over time, incorporating new knowledge, safe work practices and safe job procedures as they arise.

Conflict with Regulation

Wherever discrepancies occur between this document and government regulation, government regulation will take precedence.

Review and Approval

The safety program will be reviewed and approved prior to implementation and at least annually thereafter as follows:

DescriptionResponsibility
Safety PolicyPresident
Policy/ProcedureSafety/IM coordinator
SWP’s/SJP’sSafety Committee

The revision date will be included on all approved/finalized documentation.

Implementation

Program updates will be sent to the site supervisor or designate of each operational worksite following appropriate review/approval.

A site supervisor or designate receiving a program update will ensure:

  • the worksite information system is made current
  • all employees are notified of the update at the next crew talk
  • all affected employees are trained as applicable to their job duties

All training conducted at the worksite will be documented.

Record Keeping

All completed worksite records will be kept in the worksite information system unless otherwise indicated by company procedure.

At the end of each calendar month all completed records will be sent to head office for central filing.

Postings

The site supervisor or designate will designate a location for posting safety-related information that is:

  • easily accessible/visible
  • protected from the elements
  • free of obstructions

Records required to be posted will alternately be kept in the worksite information system under the following circumstances:

  • posting of information is not practicable due to worksite conditions
  • date of expiration exceeded

Records

Confirms that Griffin Properties continues to meet moral and regulatory obligations to provide a safe and healthy workplace for all employees by maintaining records of all safety and health activities. First Aid records will be kept for at least 3 years as per OHS Regulation 3.19

Griffin Properties will maintain Safety and Health records that address:

  • Education and training, for example: orientation, specific job instruction, emergency procedures, use of PPE, safety committees, inspections and accident investigations, etc.
  • Safety committee activities (minutes)
  • Workplace inspections
  • Accident/incident investigations
  • Crew talks
  • First aid
  • GHS
  • Medical certificates, hearing tests

Statistics

Statistics shall be maintained for identifying the number, total time loss and claims cost for injuries of each type.

Records and statistics will be used to develop strategies for the prevention of injuries and disease in the workplace.

Records confirm that supervisors:

  • Receive training in performing their safety and health responsibilities
  • Give crew talks
  • Participate in inspections
  • Conduct accident investigations
  • Respond to hazard reports
  • Conduct orientation
  • Conduct on-the job training
  • Correct employees not following rules and procedures
  • Maintain records that indicate management confirms:
  • Worker induction and orientation is done
  • Formal inspections are performed
  • Crew talks are conducted
  • Specific job instruction is given
  • Accident investigations are conducted
  • Work procedures are reviewed when developed or revised

All first aid records will be confidentially stored for a minimum of 3 years.

Lost Time Frequency (L.T.F.)

An index of the number of lost time accidents per 200,000 hours worked. It is approximately equivalent to the number of lost time accidents per 100 employees per year.

Medical Aid Frequency (M.A.F.)

An index of the number of medical aid accidents per 200,000 hours worked. It is approximately equivalent to the number of medical aid accidents per 100 employees per year.

First Aid Frequency (F.A.F.)

An index of the number of first aid visits per 200,000 hours worked. It is approximately equivalent to the number of first aid accidents per 100 employees per year.

Griffin Properties shall implement a record keeping system to maintain up-to-date information pertaining to injuries and associated rate calculations.

Rate calculations shall be done according to the following formulas:

Lost Time Frequency (L.T.F.)

Number of lost time injuries X 200,000 (man-hour base)

Total actual man-hours worked

Example:  10 lost time injuries:  500,000 actual man-hours worked

Lost Time Frequency Rate = (10 X 200.000)/500,000 = 4

The above example tells us that the frequency rate is 4 or 4% of the workplace is absent due to work related injuries.

Medical Aid Frequency (M.A.F.)

Total number of medical aid injuries X 200.000

Total actual man-hours worked

Example:  25 medical aid injuries = 500,000 actual man-hours worked

Medical Aid Frequency rate =        (25 X 200.000)/500,000 = 10

The above example indicates that there will be 40 medical aid injuries per 100 employees per year.

First Aid Frequency (F.A.F.)

Total number of first aid injuries X 200.000

Total actual man-hours worked

Example:  100 first aid injuries = 500,000 actual man-hours worked

First Aid Frequency rate =  (100 X 200.000)/500,000 = 40

The above example indicates that there will be 40 first aid injuries per 100 employees per year.

Target Frequencies (T.F.)

The target frequencies established are as follows:

Lost Time Frequency:  
Medical Aid Frequency:  
First Aid Frequency:

Copies of the Monthly Accident Summary Report shall be submitted to the Head Office, for information purposes and review.

STATISTICS

General

The safety officer receiving completed worksite documentation will:

  • review for accuracy and initial (as applicable)
  • provide copies of applicable documentation to the safety committee
  • centrally file in a manner that promotes ease of reference

The safety officer will ensure the following information is tracked and reviewed as a means to evaluate and promote positive changes in the safety program where applicable:

  • claims costs
  • insurance premiums (base, +/- and total)
  • incidents/accidents (near miss, first aid, medical aid and time loss)
  • injuries (area, class and mechanism)
  • days lost to injury
  • RTW days