Under California's SB 553, employers are mandated to keep specific records related to workplace violence prevention for a minimum of five years. These crucial records include documentation of workplace violence hazard identification, evaluation, and correction, as well as all Violence Incident Logs.
Understanding SB 553 and Record-Keeping Requirements
California Senate Bill 553 (SB 553) significantly enhances workplace safety by requiring nearly all California employers to establish and implement a comprehensive Workplace Violence Prevention Plan, effective July 1, 2024. A vital aspect of compliance with this new law is rigorous record-keeping, which ensures accountability, facilitates ongoing hazard mitigation, and allows for continuous improvement of safety protocols.
Key Records with a 5-Year Retention Period
To ensure compliance and maintain a safe working environment, employers must retain the following records for a minimum of five years:
| Record Type | Retention Period | Description |
|---|---|---|
| Workplace Violence Hazard Identification, Evaluation, and Correction Records | 5 Years | These records document the entire process of identifying potential workplace violence hazards, assessing their risks, and detailing the corrective measures implemented to mitigate or eliminate them. This includes findings from periodic inspections, employee feedback, and any other sources used to pinpoint risks. |
| Violence Incident Logs | 5 Years | A detailed log must be maintained for every workplace violence incident. Each entry in the log should include specific information about the incident, such as the date, time, location, a description of the violence, the individuals involved, the nature and extent of any injuries, and the actions taken in response. |
Importance of Maintaining These Records
Maintaining these records for the specified duration is not merely a compliance formality; it serves several critical purposes:
- Demonstrates Due Diligence: Proper record-keeping proves an employer's commitment to creating and maintaining a safe workplace and adherence to regulatory requirements.
- Aids in Trend Analysis: Historical data from hazard records and incident logs can reveal patterns, helping employers identify recurring issues or high-risk areas, leading to more effective prevention strategies.
- Supports Investigations: In the event of an incident or an OSHA inspection, these records provide essential information for investigations, helping to determine root causes and prevent future occurrences.
- Facilitates Continuous Improvement: By reviewing past hazards and incidents, employers can refine their Workplace Violence Prevention Plan, making it more robust and responsive to actual workplace risks.
While the focus for this question is on the 5-year retention period, it's also important for employers to be aware that workplace violence prevention plan training records are required to be kept for a minimum of one year.
For more comprehensive information on California's workplace violence prevention standards, employers can refer to resources provided by Cal/OSHA on their Workplace Violence Prevention for General Industry page.
