CRIMS: 04-02 Human Resources Management – Health, Safety and Disability Management

Description: Use for records relating to information generated or received by departments, agencies or other entities relating to occupational health, safety and prevention, as well as the identification, treatment, rehabilitation and transition back to work of employees from occupational and non-occupational disabilities.

Filing Guidelines: Records are to be securely retained on site until final disposition.  It is the responsibility of the Departments to ensure all copies, regardless of media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.

Function: Human Resources Management

GNL OPR:

*Public Service Commission (PSC)

04-02-47

                                                **Treasury Board Secretariat (TBS)

04-02-48

04-02-51

***Government Departments

04-02-45

04-02-52

Departmental OPR: Department head or designate that is responsible for Health, Safety and Disability Management within a public body.

Retention: See table below

Disposition: Destroy

Media: Physical and/or electronic

Authority: CRIMS

No. Function Specific Secondary ACT DIS
45 ***OHS Committee

Use for records relating to OHS Committees. All reports are submitted to WorkplaceNL as per legislative requirements. Records include:

  • Minutes of Meeting
  • Agenda
  • Follow-up Notes

Note: Departments are the primary holders of these records.

 CY+3 D
47 *Safety and Prevention

Use for records relating specifically to employer safety and prevention measures. Records include:

Ergonomics (Ergonomic assessments completed after 2016, using the official GNL Ergonomics program)

Note: Promotional information would be N/A. Departments are the record holders for response planning measures (i.e., safe work procedures, risk assessments etc.). The PSC provides consultative services to aid departments with creating these types of documents, for which each department is individually responsible.

 S/O D
48 **Workers Compensation Case File

Use for records relating to an employee WorkPlaceNL incident/claims. Records include physician report 810, chiropractor report, physiotherapist report, etc.

Note: closure of claim equals the date the employee returns to full work duties. If employee is back on ease-back then claim is still considered open.

Event Date (ED) equals closure of claim (i.e., the date the employee returns to full work duties. If employee is back on ease-back then claim is still considered open).

 ED+1CY D
51 **Integrated Disability Case Files

Use for records relating specifically to the identification of employee absenteeism, return to work option and/or employees inability to return to work and resulting employer accommodations to employee arrangement. Records include:

  • Employee Attendance
  • Bi-Weekly reports
  • Case Notes
  • Early Intervention Programs

 Note: Follow up would be the last time that there was communication or work completed with the client.

 1 year after follow- up D
52 ***OHS Hazard, Incident and injury Reports

Use for records relating to injury, incident or hazard reported by a Government Employee.

Records include:

  • Original report by the employee in PeopleSoft, or through the secondary paper process
  • Supervisor investigation report in PeopleSoft, or through the secondary paper process
  • Corrective/preventative actions identified in Peoplesoft, or through the secondary paper process
  • Notes related to the file

Event Date (ED) equals closure of file (i.e., when all corrective/preventative actions identified because of management reviewing/actioning the hazard/incident/injury are completed).

 ED
+
1 CY after closure of claim		 D

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For more information please contact im@gov.nl.ca