Client Recordkeeping

Client Recordkeeping

Service Agreements

Safety Partnership Letters

Hold Harmless Agreements

Worksite Evaluations

Follow-up Worksite Evaluations

Client-Specific Safety Orientation or Training Documentation

Safety Meeting Documentation

Regulatory Documents – OSHA

Service Agreements

Provide direction in defining responsibilities within a relationship

Outlines expectations of both parties

Safety Partnership Letters

Good way of learning what potential customer safety culture/philosophy’s are.

Outlines expectations of staffing company safety programs.

Provides further due diligence in ensuring a safe work environment.

Challenges:

– getting partnership letters from clients

– getting partnership letters signed

Solutions:

– Provide the information in the service agreement

– Note in the customer file that a letter was provided and why the customer refused to sign.

Legal issues

Red Tape (common in large companies)

Hold Harmless Agreements

Provide a layer of protection for you in the event of inappropriate behavior on the part of an employee or client:– Employee theft of cash

– Motor vehicle incidents

– Working employees on assignments outside the scope of the job order or agreement.

Set parameters for your client regarding the scope of your liability.

Often included on the back of time cards or in customer service contracts or agreements.

Worksite Evaluations

Exposing employees to a variety of workplace environments requires ensuring that employees are working in safe work places.

Follow-up worksite evaluations should be conducted every ninety days for light industrial business, and annually for clerical/office business. This process insures that your company is aware of current conditions at the client site.

Copies of all documented worksite evaluations should be kept at the staffing company branch office.

Client Site-Specific Orientation/Training

An essential part of a Loss Prevention Program is a properly trained employee.

Client site-specific training can be conducted by either the staffing company or the client company.

Topics that employees should be trained on include:

– job requirements

– emergency evacuation

– Personal Protective Equipment

– emergency procedures

Client Site-Specific Orientation/Training

Challenges:

– retaining documentation

– knowing what information should be reviewed with employees

– encouraging clients to partner with you to ensure orientation/training is completed

On-going Safety Meeting Documentation

Retaining safety meeting documentation from client sites ensures a staffing company’s due diligence to verify training of temporary employees at the client site.

Records should also be retained of in-house safety/risk management meetings for your staffing firm’s full-time staff.

Paperless Process

Many offices are attempting to go “paperless.”

– Scanned documents

– On-line applications

Challenges

– Electronic signatures

– Media storage of records

– Accessibility

OSHA 300 Recordkeeping

1904.31(b)(2) If I obtain employees from a temporary help service, employee leasing service, or personnel supply service, do I have to record an injury or illness occurring to one of those employees? You must record these injuries and illnesses if you supervise these employees on a day-to-day basis.

1904.31(b)(4) Must the personnel supply service, temporary help service, employee leasing service, or contractor also record the injuries or illnesses occurring to temporary, leased, or contract employees that I supervise on a day-to-day basis? No, you and the temporary help service, employee leasing service, personnel supply service, or contractor should coordinate your efforts to make sure that each injury and illness is recorded only once: either on your OSHA 300 Log (if you provide day-to-day supervision) or on the other employer's OSHA 300 Log (if that company provides day-to-day supervision).

OSHA 300 Recordkeeping

What's so important about recordkeeping?

– Recordkeeping is a critical part of an employer's safety and health efforts for several reasons:

Keeping track of work-related injuries and illnesses can help you prevent them in the future.

Using injury and illness data helps identify problem areas. The more you know, the better you can identify and correct hazardous workplace conditions.

You can better administer company safety and health programs with accurate records.