According to the Occupational Health and Safety Act, it is necessary for every employer who employs staff to compile a detailed documentation of the risk assessment which is implemented in the company. This documentation obligation is stipulated according to the German Safety and Health at Work Act § 6 (1).
The employer is obliged to compile documentation which details
accordingly. In the event of a similar risk situation, it is considered sufficient for the docu-ments to contain summarised information.
Apart from the legal guidelines, there are a variety of other reasons which also speak in favour of documenting the risk assessment:
If you implement and document the seven steps for risk assessment as described, you have fulfilled the requirements of the Safety and Health at Work Act.
The documents which you compile have to be brief and precise, and they must document the following contents in an understandable way:
the results of your risk assessment:
the extent of the risks:
the determined occupational health and safety measures:
the results of the verification of the implementation and effectiveness of the measures:
In the case of work with hazardous substances, according to TRGS 400, the results of the verification of the possibilities for the substitution of hazardous substances have to be documented. The verification of substitution is one of the basic obligations according to § 7 of the Hazardous Substances Ordinance . If, taking the principle of proportionality into account, a substitution cannot be implemented, it is necessary to document the basic considerations during the course of the verification. In this respect, TRGS 600 states the criteria according to which it is necessary to proceed.
It is a good idea to document the entire concept of the risk assessment. In this respect, for example, the documentation can be supplemented with inspection reports, data entry forms, measurement reports, instruction materials or the legal references on which the documentation is based.
The Dokumentieren (PDF, 22KB) template provided by the occupational health and safety administration of North-Rhine Westphalia provides examples of what the documentation should include.
The documentation should be clearly understandable and transparent. The Safety and Health at Work Act does not stipulate any formal guidelines regarding the method of documentation, however.
The documentation generally consists of a written document. It can also be completed in electronic form, however. If you opt for the electronic form of documentation, you must ensure that the documents are available at all times and that they are protected against unauthorised amendment.