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 records is essential for contact tracing, emergency response, and demonstrating due diligence.
The specific records required vary slightly depending on the state or territory, but the core requirements are consistent across Australia. Generally, businesses must record the visitor’s full name, date and time of arrival and departure, and the location(s) visited within the premises. For example, a manufacturing facility in Sydney must record which areas a visitor accessed – the office, the factory floor, the loading dock – as different areas present different hazards. In addition to these basics, many businesses now also record the visitor’s company name, contact phone number, and the name of the host employee. This is particularly important for contractor management, as it allows for quick communication in case of an emergency or if follow-up regarding safety concerns is needed. Some states, like Victoria, have specific requirements around recording vaccination status, although this is evolving and subject to public health orders.
The legal basis for these requirements stems from the WHS Act and Regulations in each state and territory. SafeWork Australia provides national guidance, but enforcement and specific interpretations fall to the individual state WHS regulators. For instance, in Queensland, the WHS Regulation 2020 outlines detailed record-keeping obligations. These records must be readily accessible to WHS inspectors during audits. The duration for which records must be retained also varies; however, a common timeframe is at least six months, and in some cases, up to five years, particularly for records related to incidents or near misses. Digital visitor management systems now automatically archive records, simplifying compliance and reducing the risk of manual errors or lost paperwork. The cost of implementing and maintaining a compliant system can range from a few hundred dollars per year for a basic digital solution to several thousand for more sophisticated systems with advanced features like integration with access control.
Currently in Australia, many businesses are transitioning to digital visitor management systems to streamline record-keeping and enhance security. These systems now include features like pre-registration, automated emergency notifications, and integration with building access control systems. In 2026, we anticipate increased adoption of systems that leverage QR codes for contactless check-in and automated data capture. Furthermore, SafeWork Australia is expected to release updated guidance on digital record-keeping best practices, focusing on data privacy and security. Announced updates for 2027 include potential integration with national police checking databases for enhanced security screening, particularly for high-risk industries like childcare and healthcare. The latest compliance update in December 2025 saw increased scrutiny on data storage location, with a preference for Australian-based servers to ensure compliance with privacy laws.
Maintaining accurate and accessible visitor records is a fundamental aspect of WHS compliance in Australia. By understanding the specific requirements in your state or territory and leveraging appropriate technology, businesses can effectively manage visitor safety and demonstrate their commitment to a safe working environment. A robust visitor management system isn’t just about ticking a compliance box; it’s about protecting people and mitigating risk.
