Maintaining accurate visitor records is a fundamental requirement for Work Health and Safety (WHS) compliance in Australia. As of December 2025, Australian businesses are legally obligated to keep detailed records of all visitors to their premises, not just for security purposes, but to ensure safety in the event of an emergency or incident. This is crucial for demonstrating due diligence and fulfilling WHS obligations under the model WHS laws adopted across most states and territories.
The specific records required are outlined in the model WHS Regulations, and are often further detailed by state-specific legislation. Generally, these records must include the visitor’s full name, the date and time of arrival and departure, and the location(s) visited within the premises. Crucially, records must also capture information relating to any emergency procedures communicated to the visitor, such as evacuation routes and assembly points. For example, a manufacturing facility in Sydney would need to record not only that a contractor arrived at 9:00 am, but also that they received a safety briefing covering the use of personal protective equipment (PPE) and the location of emergency exits. The level of detail required can vary depending on the risk profile of the workplace; a high-risk site like a mine will require significantly more comprehensive records than a low-risk office environment.
The method of record-keeping can vary. Traditionally, businesses used paper-based sign-in books. However, these are increasingly considered inadequate due to issues with legibility, data security, and the difficulty of quickly locating individuals during an emergency. Currently, digital visitor management systems are becoming the standard, offering features like automated data capture, real-time reporting, and integration with emergency evacuation systems. These systems typically store data securely in the cloud, allowing for easy access and auditability. The cost of implementing a digital system can range from approximately $300 to $1,500 per year, depending on the number of locations and features required. Some systems also offer features like pre-registration, allowing visitors to complete their details online before arriving, streamlining the check-in process.
Record retention periods are also legally defined. In most jurisdictions, WHS records, including visitor logs, must be retained for a minimum of five years. However, some states, like Queensland, may have longer retention requirements. It’s important to note that these records are subject to inspection by WHS regulators, such as SafeWork NSW or WorkSafe Victoria, during audits. In 2026, we anticipate increased scrutiny from regulators regarding the accuracy and accessibility of visitor records, particularly following the planned updates to the model WHS Regulations announced in late 2025. These updates will likely place greater emphasis on the use of digital systems and the integration of visitor data with other safety systems. Furthermore, the introduction of a national visitor database, discussed by SafeWork Australia for implementation in 2027, could standardise record-keeping practices across the country.
In summary, maintaining comprehensive and accessible visitor records is a non-negotiable aspect of WHS compliance for Australian businesses. Investing in a robust visitor management system, whether digital or well-maintained paper-based, is essential for protecting both visitors and employees, and demonstrating a commitment to workplace safety.
