A safety file is more than just a binder of documents — it’s a reflection of your company’s commitment to workplace safety. Yet, every year, countless businesses fail Department of Labour audits because their safety files don’t meet compliance requirements. Understanding the common pitfalls can save time, money, and unnecessary stress.
1. Missing or Incomplete Documentation
One of the top reasons safety files fail audits is missing critical documents. These may include:
- Risk assessments and method statements
- Training records for staff and SHE Representatives
- Equipment inspection certificates
- Incident reports and investigation records
Incomplete or outdated files signal to auditors that your safety management system may not be fully functional.
2. Poor Organisation and Accessibility
A safety file that is messy or difficult to navigate creates frustration for auditors. Documents must be clearly labelled, up to date, and easy to retrieve. A well-organised file demonstrates that safety procedures are being actively implemented, not just stored for show.
3. Non-Compliant Procedures or Policies
Even with all documents in place, outdated or non-compliant policies can trigger failure. Auditors check that your safety procedures align with current legislation, and any gaps — no matter how small — can result in a red flag.
4. Lack of Evidence for Training and Competency
Auditors expect proof that your team has received adequate safety training. Missing attendance records, competency certificates, or refresher training logs are common reasons for failure.
How We Can Help
At FTS Safety, we offer solutions to ensure your safety file passes audit:
- Safety File Compilation Online Course: Learn step-by-step how to compile a compliant safety file at your own pace.
- Professional Safety Officers: Our experts can compile or review your safety file for you, ensuring it meets all Department of Labour requirements.
Whether you prefer a DIY approach through our online course or a fully managed service, we make sure your safety file is audit-ready.
📞 Contact our Durban branch at 031 569 1556 to find out more about upcoming courses or to schedule a professional safety file compilation.