Safety reports, monitoring and record keeping are an essential part of creating a safer work environment.

Workplaces need to:

• have a process for dealing with internal work health and safety (WHS) reports
• take action when a report is made
• notify their WHS regulator about serious (or ‘notifiable’) incidents
• monitor safety issues
• keep records.

It is important to report, monitor and keep records on:

• incidents — any workplace accident, injury, illness, or dangerous event, such as a fall during a rehearsal or chemical exposure in an artist’s studio
• hazards — anything that could cause harm, like frayed electrical cords on stage or improper storage of paints containing hazardous chemicals.
• safety concerns — feedback from workers or contractors about unsafe practices or equipment issues.

Create a reporting process

A clear reporting process makes it easy for everyone to share safety concerns.

1. Tell workers who to report safety concerns to

In a larger organisation or business, this could be a designated manager, supervisor or your WHS representative.

In a small business, this could be the owner.

2. Use a simple form to report hazards or incidents

This is the most reliable way to capture the right information. SafeWork NSW has a handy hazard and incident report template. (It’s a useful guide even if you’re not in NSW.)

3. Train all workers and volunteers about the reporting process

Make sure everyone at the workplace knows:

• about the reporting form
• how to fill it in when there’s an incident or hazard
• who to give their completed form to.

Workplaces must train all workers, including contractors and subcontractors, and volunteers. This can happen during inductions or team meetings, or whenever you change your process. 

Learn more about worker safety training.

4. Make the process easy to access

Make sure reporting methods are easy to access and use. Include options for anonymous reporting if needed.

5. Log and review reports

Keep a record of all reports in a central register so that you can access them for follow up action and regular reviews of risks and controls.

6. Ensure there is a person monitoring and actioning reports

Assign a person or team to review and manage safety reports. It is important to ensure timely action.

What to do when a report is made

When a workplace receives a report about a safety incident or from a worker, it should:

1. Act on the report quickly

Responding quickly to reports to incidents or hazards is the best way to prevent harm (or further harm). This is particularly important for urgent risks or serious incidents.

Workplaces need to:

• investigate all reports of safety incidents or hazards promptly
• take immediate action to address urgent risks. For example, by removing faulty equipment, isolating an incident site or clearing up broken glass.

2. Involve workers in finding solutions

Consult with your team to identify risks, explore control measures, and ensure they are informed and involved in the resolution process.

Learn about WHS consultation and how to talk to workers about safety.

3. Follow up with the person that made the report

It is important to tell the person who made the report what actions have been taken. This helps build trust among workers and helps promote a safe and productive workplaces culture.

When it’s serious: reporting notifiable incidents to WHS regulators

When serious or critical incidents occur, you may be legally required to notify your state or territory WHS regulator. These are called notifiable incidents.

Learn more about dealing with a workplace incident.

Notification requirements can vary by state and territory so it is important to check with your local WHS regulators about what the notifiable incidents are for your workplace.

Monitoring safety performance

Monitoring workplace safety ensures that risks are managed effectively. You can track safety performance by:

• doing pre-start checks for equipment — conducting regular safety checks on machinery, lighting rigs, stage structures, and tools before use can help avoid incidents and near misses
• making and use safety checklists — checklists for tasks such as rigging, handling chemicals, or setting up event spaces help ensure safety processes are followed
• analysing incident and injury trends — analysing safety reports to identify patterns, such as frequent trips and falls in a gallery, helps identify opportunities to improve safety and minimise risks
• inspecting the workplace — carrying out routine safety inspections of venues, studios, and performance spaces can help identify hazards that need to be managed
• seeking worker feedback — ongoing safety discussions and check-ins with staff and contractors help to identify hazards and risks that other people may not see.

Keep records

It is essential to keep clear and accurate WHS reporting records. These include:

• incident reports – detailed accounts of any workplace accidents, injuries, or dangerous events
• hazard reports – documentation of identified risks and actions taken to manage or remove them
• safety concerns – notes or feedback from workers about potential issues in the workplace
• high risk work – records of workers’ high risk work licenses and training for at least one year after high risk work is completed. Learn more about high risk work. 

Keeping good records helps you meet your legal obligations. It can also give you valuable data for identifying and addressing recurring issues as part of your hazard and risk management process.

Report an unsafe workplace

If you think your workplace is not following safe work practices, we recommend that try raising the concerns with a manager, supervisor or health and safety representative first – as long as it feels safe to do so. Issues can often be resolved more quickly through internal discussions.

If concerns are not addressed, or if raising them internally is not an option, you can make a report or complaint to the work health and safety regulator in your state or territory. It is their job to make sure that workplaces are complying with their WHS obligations. They have powers to investigate or inspect workplaces. In some cases, you can make an anonymous report.

The process for making a complaint depends on where you are. To find out what steps to take, contact the work health and safety regular in your state or territory:

• Australian Capital Territory — Report a workplace concern to WorkSafe ACT
• New South Wales — Safety complaints to SafeWork NSW
• Northern Territory —  Report a safety concern to WorkSafe NT
• Queensland — Raise a workplace safety concern to WorkSafe Qld
• South Australia — Report a workplace concern to SafeWork SA
• Tasmania — Contact a safety advisor or report an incident to WorkSafe Tasmania
• Victoria — Make a complaint to WorkSafe Victoria by calling 1800 136 089
• Western Australia — Report unsafe work to WorkSafe WA