What is recorded
The risk assessment, training records, health surveillance, periodic inspection reports, permits, committee minutes, incident records, measurement results, assignments and correspondence. Each has an owner, a version and a retention period.
Version and date
Three versions of the same document sitting in three folders is the most common and most expensive disorder. If it is not clear which is valid, the document counts as absent. The valid version is single and marked; the old one is not deleted but archived.
Access and confidentiality
Health data and training records are not held at the same access level. Who may see what is defined from the start; an arrangement where everyone sees everything spreads special-category data unnecessarily.
Findability
The only real test of documentation is this: how many seconds does it take to find the document asked for in an inspection? If it cannot be found, there is a pile rather than an archive.
In Optifora
Document management keeps a document attached to its record: a training record to a person, an inspection report to equipment, a finding to a workplace. Version and access permission travel with the document.