Policy 1.

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EMPLOYEE HEALTH AND SAFETY HISTORY FILE

1.0

PURPOSE:

To track, maintain, and provide ready access to important HydroGeoLogic, Inc. employee
health and safety documents and other pertinent information. This information to include
but not limited to: employee name and general information, health and safety training,
medical surveillance, respirator fit tests, on the job accidents, exposure monitoring,
emergency notification, other comments and information.
2.0

GENERAL:
A. The HydroGeoLogic, Inc.s office shall maintain a file for each HydroGeoLogic,
Inc. employee in which important health and safety documents and information is
required. Files need not be developed for which there is not pertinent information
necessary. (i.e., office workers)
B. The Employee Health and Safety History file shall be maintained for a period
of no less than 30 years following the duration of employment. Exceptions to this
requirement is allowed only after consultation with the Corporate Safety Manager.
C. These files are to be considered confidential. Certain information (i.e., accidents,
exposure monitoring data, emergency notification information) in the file should
be released only at the discretion of the Safety Officer, Office Manager, and/or the
individual employee. Before any information is released relative to medical and
exposure monitoring results, refer to section 3.4 of this Health and Safety
Program Manual

3.0

PROCEDURE:
Responsibility

Action

Office/Area Managers

1.

Support the Safety Officer in the responsibilities

to in-put and maintain health and safety
documents and other information into each
Employee Health and Safety History file.

Area and Office Safety Officers

1.

Coordinate the maintenance of health and safety

documents and other information in the
Employee Health and Safety History file.

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Corporate Safety Manager

2.

Restrict access to the file to only those

authorized individuals.
Selectively release
information from the file that may be considered
confidential (see section 3.4 of this manual

3.

Forward complete Health and Safety History

file and records of terminated employees, six
months after termination, to Corporate Safety
Manager for storage.

4.

Transfer completed Health and Safety file to

new office Safety Officer in those cases when
employees are transferred to another office or
HydroGeoLogic, Inc.

1.

Periodically audit the maintenance of the

Employee Health and Safety History file.

2.

Provide whatever support necessary to the

Safety Officer to maintain high quality
documents and information storage and promote
confidentiality of records.

3.

Maintain long term storage of terminated or

retired employees.

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