As of December 2025, Australian businesses are legally obligated to maintain comprehensive visitor records to demonstrate compliance with Work Health and Safety (WHS) regulations. These records aren’t simply a ‘nice-to-have’; they are a critical component of ensuring a safe working environment and fulfilling legal duties under WHS legislation, particularly in the event of an incident or audit. Maintaining accurate visitor records is essential for contact tracing, emergency response, and demonstrating due diligence.
The specific requirements for visitor records vary slightly between states and territories, but the core principles remain consistent. Generally, records must capture the visitor’s full name, date and time of arrival and departure, the purpose of the visit, and the area(s) of the premises the visitor was authorised to access. Crucially, records must also include a declaration confirming the visitor has been informed of relevant safety procedures and emergency protocols. For example, a visitor to a manufacturing facility in Sydney would need to confirm they understand the requirement to wear safety glasses in designated zones. In Queensland, the Work Health and Safety Act 2020 specifically outlines these duties, and failure to comply can result in significant penalties. Records must be retained for a minimum period, typically six months to a year, depending on the jurisdiction and the nature of the business.
Traditionally, these records were maintained manually using paper-based sign-in sheets. However, this method is prone to errors, difficult to search, and presents challenges for emergency evacuations. Modern visitor management systems (VMS) now automate this process, offering features like digital sign-in via kiosks or mobile devices, automated record-keeping, and real-time reporting. These systems often integrate with emergency evacuation procedures, allowing for a rapid roll call to confirm all visitors have safely exited the premises. The cost of implementing a VMS varies depending on the size of the organisation and the features required, but typically ranges from AUD $500 to $5,000 upfront for hardware and software, plus an ongoing monthly subscription fee of AUD $50 to $200. The time saved in administrative tasks and the reduced risk of non-compliance often outweigh these costs.
Currently in Australia, many businesses are transitioning to cloud-based VMS solutions, which offer enhanced security and accessibility. These systems often include features like pre-registration, automated notifications, and the ability to store important documents such as inductions and licences. In 2026, we anticipate increased adoption of biometric identification methods within VMS, such as facial recognition, to further enhance security and streamline the sign-in process. Furthermore, SafeWork Australia is expected to release updated guidance on digital record-keeping in early 2027, potentially outlining specific requirements for data storage and security to align with evolving cybersecurity threats. The latest compliance update in December 2025 saw increased scrutiny on data privacy, requiring businesses to ensure VMS systems comply with the Privacy Act 1988 and relevant state privacy legislation.
Maintaining accurate and accessible visitor records is a fundamental aspect of WHS compliance in Australia. Investing in a robust visitor management system, whether manual or digital, is a proactive step towards creating a safer workplace and mitigating legal risks. Businesses should regularly review their visitor management procedures to ensure they align with current legislation and best practices.
