What is a legal requirements register and how is it built?

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Accepted Answer

The register is the written list of legal and other requirements binding the organisation; clause 6.1.3 of ISO 45001 asks for it. But writing legislation titles one under another is not a register. Each line needs four things: which provision, which practice meets it here, which record evidences it, and who owns it. Without the fourth, it is a table nobody has claimed. Four fields per line Field Its question Provision Which law, regulation, communiqué; which article? Counterpart Which practice or process here meets it? Evidence Which record shows it? Owner Who tracks it, who updates it? A register with only the first column is a list of legislation; it has nothing to do with compliance itself. What goes into it laws, regulations, communiqués and other rules, voluntary commitments : adopted standards, OHS clauses in customer contracts, sector rules, permit, licence and authorisation conditions, threshold duties arising from activity: hazard class, headcount, substance quantities. Narrowing the scope There are hundreds of rules; writing all of them makes the register unusable. The test is: does this provision apply to our activity? If not, it stays out — but the fact that it was considered and excluded should be recorded once. The difference between “we did not look” and “we looked, out of scope” shows up at an inspection. A register is not a document list The register holds provisions; the document list holds the records those provisions produce. They connect: a provision's counterpart is usually a document, and that document has a validity period. How this stands in Optifora The product holds 33 document types , their 29 validity rules and 155 clauses as records; a register line ties the provision to the record, so “where is the evidence for this provision” is answered in one click.

Obligation	Legal basis	How the page covers it
The employer monitors and inspects compliance with the measures taken and remedies non-conformities	Law no. 6331, art. 4(1)(a) — the employer shall take all measures including prevention of occupational risks, training and information, arrange the organisation, provide the necessary means, adapt the measures to changing circumstances and work to improve the existing situation; art. 4(1)(b) — shall monitor and inspect whether the measures taken are complied with and ensure that non-conformities are remedied.	The basis for the "Coverage" and "Owner" fields in the "Four fields of a row" table: monitoring and remedying are the employer's job.
Buying the service in does not remove the employer's responsibility	Law no. 6331, art. 4(2) — obtaining services from external experts or organisations does not remove the employer's responsibilities; art. 4(3) — the duties of employees do not affect the responsibilities of the employer.	The "Owner" field in the "Four fields of a row" table: a register without the fourth field is a table nobody owns.
Threshold-based duties arise from the activity by themselves	Law no. 6331, art. 22(1) — a committee is set up where there are fifty or more employees and continuous work lasting more than six months; art. 6(1)(a) — other health personnel is assigned in very hazardous workplaces with ten or more employees; art. 29(1) — in workplaces where a major industrial accident may occur, a major-accident prevention policy document or safety report is prepared before operations begin.	The "threshold duties arising from the activity" item in the "What goes into the register" list.

Obligation	Legal basis	How the page covers it
The employer keeps the measures under review as circumstances change	Directive 89/391/EEC, art. 6(1) — the employer shall take the measures necessary for the safety and health protection of workers, including prevention of occupational risks, provision of information and training and provision of the necessary organisation and means; the employer shall be alert to the need to adjust these measures to take account of changing circumstances and aim to improve existing situations.	The basis for the "A register is not a document list" section: the register is a record kept current as circumstances change.
The employer is in possession of a risk assessment and decides the protective measures	Directive 89/391/EEC, art. 9(1)(a) — the employer shall be in possession of an assessment of the risks to safety and health at work, including those facing groups of workers exposed to particular risks; art. 9(1)(b) — shall decide on the protective measures to be taken and, if necessary, the protective equipment to be used; art. 9(2) — Member States shall define the obligations of different categories of undertakings in respect of drawing up those documents.	The basis for the "Evidence" field in the "Four fields of a row" table.

Obligation	Legal basis	How the page covers it
Arrangements are made for planning, organising, controlling, monitoring and reviewing the preventive and protective measures	Management of Health and Safety at Work Regulations 1999, reg. 5(1) — every employer shall make and give effect to such arrangements as are appropriate, having regard to the nature of his activities and the size of his undertaking, for the effective planning, organisation, control, monitoring and review of the preventive and protective measures.	Matches the sentence "a register is the written list of the legal and other requirements binding the organisation".
An employer with five or more employees records those arrangements	Management of Health and Safety at Work Regulations 1999, reg. 5(2) — where the employer employs five or more employees, he shall record the arrangements referred to in paragraph (1).	Matches the "Evidence" field in the "Four fields of a row" table: an arrangement not recorded cannot be shown.
The assessment is made to identify the requirements and prohibitions imposed by the relevant statutory provisions	Management of Health and Safety at Work Regulations 1999, reg. 3(1) — every employer shall make a suitable and sufficient assessment of the risks to the health and safety of his employees and of others affected by his undertaking, for the purpose of identifying the measures he needs to take to comply with the requirements and prohibitions imposed upon him by or under the relevant statutory provisions.	Matches the "Narrowing the scope" section: whether a provision applies must have been assessed once.

What is a legal requirements register and how is it built?

Four fields per line

What goes into it

Narrowing the scope

A register is not a document list

How this stands in Optifora

Legal basis

Legal basis — Türkiye

Legal basis — European Union

Legal basis — United Kingdom

Manage this in Optifora

Field	Its question
Provision	Which law, regulation, communiqué; which article?
Counterpart	Which practice or process here meets it?
Evidence	Which record shows it?
Owner	Who tracks it, who updates it?

What is a legal requirements register and how is it built?

Four fields per line

What goes into it

Narrowing the scope

A register is not a document list

How this stands in Optifora

Related answers

Legal basis

Legal basis — Türkiye

Legal basis — European Union

Legal basis — United Kingdom

Manage this in Optifora