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An introduction to ISO 45001 Legal Registers

OHS Legal Registers and your ISO 45001 Occupational Health and Safety Management System

ISO 45001 is the world’s most recognised Occupational Health and Safety Management Standard. To gain certification, organisations need to make some key commitments, which includes a  commitment to meeting and complying with legal compliance obligations.

To help you meet this commitment, your organisation will need to implement processes that ensure you can:

  • Identify legal and other requirements that apply to your organisation.
  • Keep up to date with changes to legislation.

The benefit of understanding legislation and its requirements is invaluable to a company. Legislation often identifies critical tasks that help you prevent injury and improve your occupational health and safety performance.

Failure to demonstrate that you are managing  legal and other requirements can lead to non-conformance, so you need to do what you can to avoid regulatory prosecution!

In this article we shall explore:

  • What is an Occupational Health and Safety ISO 45001 Legal Register?
  • Creating an Occupational Health and Safety ISO 45001 Legal Register.
  • Getting value in your Occupational Health and Safety ISO 45001 Legal Register
Introduction to Legal Register

What is an Occupational Health and Safety ISO 45001 Legal Register?

An OHS legal register enables you to consolidate all required legislation into a convenient format that is useful to you and your team. Whilst you can create an OHS legal register in a simple word or excel document, it’s often much easier to use a legal register tool as it helps add information about legislation to your register quickly and easily.

An Occupational Health and Safety Legal Register, or an ISO 45001 Legal Register, is a list of legislation and other compliance requirements that either affect your business directly, or may be of interest to the business, even if there is no impact.

ISO 45001 works on the premise of ‘Plan-Do-Check-Act’. As part of your planning process for ISO 45001, you will need to identify the Context of the Business and it’s interested parties. This is a useful exercise because if you understand your company processes, products and services, and who you are working with, this will give you very useful insights to the relevant legislation that you will need to include in your OHS Legal Register.

PDCA 45001 legal register
ISO 45001 works on the premise of ‘Plan-Do-Check-Act’. As part of your planning process for ISO 45001, you will need to identify the Context of the Business and it’s interested parties.

Remember that you will need to demonstrate that whoever compiles and assesses your OHS Legal Register should be competent in doing so; if you don’t have anyone qualified or trained in Occupational Health and Safety issues, our team at ISO Compliance Registers can help you.

When you are planning the detail of your OHS legal register and how you intend to use it, consider the including the following:

  • Legislation relevant to the needs and expectations of your workers,
  • Industry standards and guidance set by the Health and Safety Executive (HSE),
  • Health and safety legislation related to workplace structuring and potential hazards,
  • Sector or Trade body requirements that apply to your business,
  • Industry standards established by the relevant regulatory body such as Health and Safety Guidance (HSG), or Approved Codes of Practice (ACoPs).
5 things to go in your ISO 45001 Legal Register
Ensure these 5 types of Compliance Obligations are identified in your OHS legal register.

Creating an Occupational Health and Safety ISO 45001 Legal Register.

A good ISO 45001 Legal register will help your staff ensure they are performing the necessary tasks to demonstrate conformance with legislative requirements. Your ISO 45001 Legal Register should help your business, so before you create your ISO Registers, there are some decisions that you can make!

Take the following into account when you are planning your OHS Legal Register:

  • How many sites do you have?
  • How many departments do you have?
  • How many regions or countries do you operate in?

 

This will help you  decide about how best to create your ISO 45001 Legal Registers:

  • Do you want all information in a single Register? Perhaps you want to create a single legal register where all applicable information is located.
  • Do you need multiple Legal Registers so people in different departments can access information relevant to them? In some cases, it is more beneficial to create multiple legal registers tailored to a specific department or site.
  • Do you want to add other information to the Register? Would it be beneficial to maintain a legal register that also includes Environmental legislation so that your competent persons can see everything in one place?

Once you have decided on how you intend to create your OHS Legal Registers, you should ensure that there is clear management responsibility allocated.

We reiterate that the maintenance of the ISO 45001 Legal Registers should be assigned to someone who is competent because they will ensure that all issues relevant to your business are covered. If you do not have anyone in house who can do so, then consider engaging with a third-party consultant. The information and requirements from legal obligations can have significant impacts on staff safety which should always be your priority.

Getting value in your Occupational Health and Safety ISO 45001 Legal Register.

An ISO 45001 Legal Register is invaluable to you and your team. An effective ISO 45001 Legal Register will help you:

  • Consolidate all legislation, including amendments, in one location.
  • Gather other requirements, such as contractual elements.
  • Clarify roles and responsibilities ensuring accountability and efficiency.
  • Identify and implement necessary controls for continually improving your Occupational Health and Safety management system.
  • Facilitate the management of routine assessments, such as internal audits and management reviews, by providing a structured framework and reference point.
5 benefits of an ISO 45001 legal register
ISO 45001 outlines essential requirements concerning legal and compliance obligations, making a legal register an invaluable tool for consolidating all necessary information into a single, easily accessible location.

ISO 45001 outlines essential requirements concerning legal and compliance obligations, making an OHS legal register an invaluable tool for consolidating all necessary information into a single, easily accessible location. This consolidated database enables efficient management of regulatory requirements, facilitates compliance efforts and reduces the risk of oversight or non-compliance.

Additionally, an ISO 45001 certification frequently acts as a cornerstone when securing a trading license with clients and stakeholders, who typically seek proof of such certification prior to engaging in business. Maintaining an up-to-date ISO 45001 legal register gives great evidence to your commitment to complying to legal and other requirements.

ISO 45001 emphasises the importance of ‘continual improvement’. As your business grows and changes, you need to regularly review and update your ISO 45001 legal register to reflect changes in regulation, business operations, and compliance requirements. Don’t forget that all these changes need to be communicated to your team, so they fully understand them.