As of December 2025, Australian Work Health and Safety (WHS) regulations mandate that businesses maintain comprehensive visitor records to ensure the safety and wellbeing of everyone on site. These records aren’t simply a ‘nice-to-have’; they are a legal requirement, and proper record-keeping is crucial for demonstrating due diligence in the event of an incident or audit. Failing to comply can result in significant penalties and legal repercussions for Australian businesses.
The specific records required are outlined in the WHS Regulations and vary slightly between states and territories, but the core principles remain consistent. Generally, businesses must record the visitor’s full name, date and time of arrival and departure, the purpose of the visit, and the area(s) of the workplace the visitor is permitted to access. Crucially, records must also document any relevant safety information provided to the visitor, such as emergency procedures, hazard warnings, and required Personal Protective Equipment (PPE). For example, a manufacturing facility in Sydney would need to record if a visitor was briefed on the location of emergency exits, the operation of machinery, and the requirement to wear safety glasses in designated areas.
The method of record-keeping is also evolving. While paper-based sign-in sheets were traditionally used, digital visitor management systems are now widely adopted and often preferred. These systems offer several advantages, including improved data accuracy, automated record storage, and enhanced security features. Digital systems can also integrate with other safety systems, such as emergency evacuation procedures and access control. Currently, many systems now include features like automated emergency roll call initiation and real-time location tracking of visitors, which significantly improves emergency response capabilities. The retention period for these records also varies by state, but generally, businesses must retain visitor records for a minimum of two years, and some states require up to five years.
Furthermore, specific industries have additional record-keeping requirements. For instance, construction sites in Queensland, governed by the Queensland Building and Construction Commission (QBCC), require detailed records of visitor inductions, including confirmation that the visitor has received and understood site-specific safety rules. Similarly, healthcare facilities must maintain records to track potential exposure to infectious diseases. In 2026, SafeWork Australia is expected to release updated guidance on digital record-keeping, potentially outlining minimum standards for data security and accessibility. Announced updates for 2027 include a potential national standard for visitor data interoperability, allowing for seamless information sharing between different organisations.
Currently in Australia, businesses are increasingly utilising cloud-based visitor management systems to streamline record-keeping and ensure compliance. These systems now include features like automated data backups, audit trails, and reporting capabilities, making it easier to demonstrate compliance during WHS audits. Maintaining accurate and accessible visitor records is not just a legal obligation; it’s a fundamental aspect of creating a safe and secure workplace for everyone.
Ultimately, diligent visitor record-keeping is a cornerstone of WHS compliance in Australia. By understanding the specific requirements and leveraging available technologies, businesses can effectively manage visitor safety and mitigate potential risks.
