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Find out how long you need to keep records for your WHS with a FREE guide.
Record keeping can be tough for any business owner. But in agriculture and farming, maintaining accurate, up-to-date records can save you both time and stress.
Plus, it helps you meet your work health and safety obligations!
It’s easy to accumulate so many files and wonder what they’re all for. We’ll explain why they matter and how keeping them up to date helps.
Why keeping farm records up to date matters
Keeping records current reduces risk, improves farm decisions, and supports compliance with Work Health and Safety requirements.
Outdated records cause missed hazards, failed audits, and costly mistakes. If an incident occurs, gaps in your records can leave you exposed. It makes it harder to demonstrate you’ve met your WHS responsibilities
Keeping records current means updating them regularly so they reflect what’s actually happening on your farm.
How record keeping supports risk management on farm
Good record keeping is a key part of managing risk on farm.
Making sure your safety policies are complete and current helps you manage workplace risks more effectively. It also makes it easier to onboard new staff, keep existing workers properly trained, and meet your insurance requirements.
To effectively monitor certain workplace hazards, it's important to maintain records of your earlier risk reports. This is often referred to as a risk register. These records are not only helpful for your own reference but also play a key role in informing your workers.
How do records prove compliance?
Records help you meet legal requirements. Particularly in work, health and safety (WHS), environmental protection, food safety, and labour laws.
They also contribute to quality assurance efforts and audits, such as Freshcare, Livestock Production Assurance (LPA), and Harmonised Australian Retailer Producer Scheme (HARPS).
Accurate farm records help assess your WHS performance and prove your business complies with laws and regulations. The amount of detail your records need will depend on the size of your operation. We explain records to keep and their retention periods in Record Keeping for WHS.
Why do you need biosecurity records to protect your farm?
Keeping biosecurity records helps to identify hazards and provides evidence or a reference point if an outbreak occurs.
A strong farm biosecurity plan includes routine practices to keep infectious diseases, pests, and weeds off your property.
Simple tips for biosecurity records:
- Keep your visitor register updated
- Record every livestock or planting and propagation material entering your property
- Record the source, date, treatments, certifications, and storage location of everything coming in and out
What does record keeping do for farm productivity and efficiency?
Good records don’t just tick boxes, they show what’s actually happening on your farm.
Maintaining records helps identify areas for improvement, such as training needs or outdated safety documentation.
They also help in emergencies by providing vital information for first aiders, health action plans, and emergency services.
Farmers benefit from maintaining records because they enable better planning, resource management, and increased productivity. For example, having detailed logs of equipment maintenance supports smarter decision-making and smoother operations.
It's also essential everyone in your workplace is aware of the records they need to keep, including where they're kept, so everyone can access them.
Find out how long you need to keep records for your WHS with a FREE guide.
Frequently Asked Questions.
What records do I need to keep?
Safety reporting procedures for any incidents and injuries, including near misses. This will help you determine actions to improve and prevent reoccurrences.
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Register of hazardous chemicals on site and an asbestos register if there is any at your workplace.
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Registration documents for machinery.
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Testing, maintenance and inspection details for specific types of equipment.
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Records of how you identify hazards, assess risks and manage them on farm This is particularly useful in showing you are actively keeping your workplace safe by being proactive.
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Training and inductions for workers and contractors.
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Worker records, including general records, pay and hours worked, leave, superannuation and tax.
How long do I need to keep them for?
Some records have timelines from 2 to 30 years. The general rule of thumb for keeping agricultural WHS records is 5 years unless stated otherwise.
However, health monitoring records, such as asbestos, must be kept for 30-40 years. We dive into this specific matter in our Record Keeping for WHS: The What, Why and How long explained blog.
How should I store and manage my farm records?
The best course of action is to invest in a digital safety management system. Digitising your records makes them easy to find, store and update without scrambling through paperwork.
Safe Ag Systems is a digital farm management and safety system that consolidates all your safety documentation and records in one place. Ensuring nothing is lost, missed, or forgotten.
Safe Ag Systems offers customisable safety documentation templates, including checklists, policies, and procedures. The system lets you see at a glance when records were published and their review dates.
There are many resources available to farm businesses, and don’t shy away from seeking professional guidance if you need it.
Available resources for Australia: Australian Taxation Office, Fair Work Australia, Safe Work Australia and your relevant office of business and consumer affairs.
Available resources for New Zealand: Inland Revenue, New Zealand Government, WorkSafe and Employment New Zealand.
Available resources for the United Kingdom: HM Revenue & Customs, Advisory, Conciliation and Arbitration Service (Acas), Health and Safety Executive (HSE), and your local consumer rights group.
Topics: Safety Management System
Disclaimer: Content on this website may be of relevance to users outside of Australia, but content links and examples are specific to Australia. Please check with your local authority for your country and industry requirements.
