Private sector employers

The duty sits with the employer; so should the record

Service providers change, assigned professionals change, contract periods end. When the risk assessment, training records, examination history and inspection dates live in the employer's own system, those changes stop being losses.

This page is written for the employer who either buys occupational health and safety services or runs them with its own staff. What matters is not the size of the business but who carries the duty.

Where it gets stuck today

The record is usually kept in the service provider's own tool. When the contract ends, the history stays there; the new period starts again without the previous years' risk assessment and training history.

The same information sits in several places: the expert's spreadsheet, the physician's file, the HR folder. In an inspection it becomes a dispute over which one is current, and the employer loses that dispute.

Dates depend on a person remembering them. When inspection periods, training renewals and examination dates are not gathered in one place, an expired date is not noticed until an audit or an incident.

How it works in Optifora

Each heading below is a separate module with its own page; the links go there.

The table below shows the articles that bind the employer. Every row is read from a downloaded source text; the last column says which record in the product the duty corresponds to.

Legal basis

The table shows the obligations of the legislation region you pick in the top bar; it refreshes without reloading the page when the region changes.

Türkiye — the articles that bind the employer

Obligation	Legal basis	How the page covers it
The employer is under a duty to ensure workers' occupational health and safety, taking every measure including the prevention of occupational risks and the provision of training and information.	Law No. 6331, art. 4(1)	The whole page; the general duty is the roof over the other headings.
The employer is obliged to carry out, or have carried out, a risk assessment in terms of occupational health and safety.	Law No. 6331, art. 10(1)	The risk assessment row in the "How it works" list.
For occupational health and safety services the employer shall assign an occupational safety specialist and a workplace physician from among the workers; if no such personnel exist the service is procured from a joint health and safety unit (OSGB) or a CASMER.	Law No. 6331, art. 6(1)(a)	The "who this page is for" note: buying the service and running it in-house are bound by the same duty.
Place workers under health surveillance and have their medical examinations carried out	Law no. 6331, art. 15(1) — the employer ensures that workers are placed under health surveillance; medical examinations are carried out on recruitment, on a change of job, on return to work after repeated absence due to an accident at work, an occupational disease or health reasons where the worker so requests, and at regular intervals while employment continues.	The health surveillance row.
Ensure that workers receive induction and basic training	Regulation on the Procedures and Principles of Occupational Health and Safety Training of Workers, art. 5(1) and art. 7(1) — the employer ensures that workers receive induction training, basic training and, where necessary, the other training; all workers including apprentices and interns receive induction training before they actually start work. Its counterpart in the law is art. 17(1) of Law no. 6331.	The training management row.
Have the work equipment listed in Annex-III periodically inspected by authorised persons	Regulation on Health and Safety Requirements in the Use of Work Equipment, art. 7(1) — the equipment and equipment groups in the tables of Annex-III are subject to periodic inspection; inspections are carried out by persons authorised to perform periodic inspections and the procedures for the documents to be issued are set out in Annex-III.	The periodic inspection row.
Notify the Social Security Institution of an accident at work within three working days	Law no. 6331, art. 14(2)(a) — accidents at work are notified within three working days of the accident; occupational diseases reported by health service providers or the workplace physician are notified within three working days of being learned (art. 14(2)(b)).	The reporting and document verification row.
Employer: to meet all needs — tools, equipment, space and time — so the assigned person can carry out their duties; OHS software sits among those needs	Law No. 6331 art. 6/1-b → penalty art. 26/1-b	The first paragraph of "Where it gets stuck today": the employer is the side that sets up and provides the system.

The rows are read from the downloaded text of Act 6331 and the related regulations. The table is not a declaration of compliance; it shows which record in the product each duty corresponds to.

EU — the employer's duties under the framework directive

Obligation	Legal basis	How the page covers it
The employer shall have a duty to ensure the safety and health of workers in every aspect related to the work.	Directive 89/391/EEC, art. 5(1)	The whole page; the general duty is the roof over the other headings.
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.	Directive 89/391/EEC, art. 9(1)(a)	The risk assessment row in the "How it works" list.
The employer shall ensure that each worker receives adequate safety and health training on recruitment, on a transfer or change of job, on the introduction of new work equipment and on the introduction of new technology; the training shall be adapted to new or changed risks and repeated periodically if necessary.	Framework Directive 89/391/EEC, Art. 12(1)	The training management row.
Ensure that workers receive health surveillance appropriate to the health and safety risks they incur at work	Framework Directive 89/391/EEC, Article 14(1)	The health surveillance row.
Where an employer enlists competent external services or persons, this shall not discharge him from his responsibilities in this area.	Directive 89/391/EEC, art. 5(2)	The "who this page is for" note: buying the service in does not transfer the duty.

Framework Directive 89/391/EEC does not apply directly in a Member State; it binds through the national transposition. The table is not a declaration of compliance.

United Kingdom — the provisions that bind the employer

Obligation	Legal basis	How the page covers it
The Act places a general duty on every employer towards its employees	Health and Safety at Work etc. Act 1974, s. 2(1) — it shall be the duty of every employer to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all his employees.	The whole page.
Every employer shall make a suitable and sufficient assessment of the risks to his employees and to persons not in his employment; it is reviewed where there is reason to suspect it is no longer valid or there has been a significant change.	Management of Health and Safety at Work Regulations 1999, reg. 3(1) and 3(3)	The risk assessment row.
An employer with five or more employees records the assessment	Management of Health and Safety at Work Regulations 1999, reg. 3(6) — where the employer employs five or more employees, he shall record the significant findings of the assessment and any group of his employees identified by it as being especially at risk.	The second paragraph of "Where it gets stuck today": once past the threshold, where the record lives becomes unavoidable.
Every employer shall ensure that employees are provided with adequate health and safety training on being recruited and on being exposed to new or increased risks because of a transfer, new work equipment, new technology or a new system of work.	Management of Health and Safety at Work Regulations 1999, reg. 13(2)	The training management row.
Every employer must make and give effect to such arrangements as are appropriate for the effective planning, organisation, control, monitoring and review of the preventive and protective measures.	MHSWR 1999, reg. 5(1)	The legal tracking and reporting rows: planning, organisation, control and review run on the same record.

The rows belong to the Great Britain regime; Northern Ireland has its own legislation. The table is not a declaration of compliance.

United States — federal-level employer duties

Obligation	Legal basis	How the page covers it
Each employer shall furnish to each of his employees employment and a place of employment which are free from recognized hazards that are causing or are likely to cause death or serious physical harm to his employees.	29 U.S.C. 654(a)(1)	The whole page.
Each employer required to keep records must record each fatality, injury and illness that is work-related, is a new case and meets one or more of the general recording criteria.	29 CFR 1904.4(a)	The reporting and document verification row: the recordable case criteria.
Report a fatality within eight hours and an in-patient hospitalisation, amputation or loss of an eye within twenty-four hours	29 CFR 1904.39(a)(1) — within eight hours after the death of any employee as a result of a work-related incident, you must report the fatality to OSHA; (a)(2) — within twenty-four hours after the in-patient hospitalisation of one or more employees, or an amputation or loss of an eye, you must report it to OSHA	The same row; notification deadlines are not left to memory.
At the end of the calendar year review the log, create the annual summary, certify it and post it	29 CFR 1904.32(a)(1) — review the OSHA 300 Log to verify that the entries are complete and accurate and correct any deficiencies; (a)(2) — create an annual summary of the injuries and illnesses recorded; (a)(3) — certify the summary; (a)(4) — post the annual summary	The third paragraph of "Where it gets stuck today": the year-end summary rests on the record kept all year.

Alongside federal OSHA, approved state plans also apply; the table does not show state differences and is not a declaration of compliance.

Where to start

In a workplace the first things set up are usually the risk assessment and the equipment inventory; training and examination records sit on top of them.

The pricing page lists the tiers; the trial page explains how the trial works.

Pricing How the free trial works Modules

Private sector employers

Try it in your own workplace

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