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 simply for security purposes, but to ensure safety in the event of an emergency and to facilitate contact tracing if required. This is crucial for demonstrating due diligence and fulfilling WHS obligations under the model WHS Act and corresponding state legislation.
The specific records required vary slightly between states and territories, but generally include the visitor’s full name, date and time of arrival and departure, the purpose of the visit, and the area(s) of the premises they were authorised to access. For example, in New South Wales, SafeWork NSW mandates that visitor records be maintained for at least six months, while in Victoria, WorkSafe Victoria requires records to be kept for a minimum of two years. Queensland’s requirements, as outlined by Workplace Health and Safety Queensland, are similar, specifying a minimum retention period. These records must be readily accessible to emergency services personnel and WHS inspectors. Traditionally, this meant paper-based sign-in sheets, but increasingly, businesses are adopting digital visitor management systems to streamline the process and improve accuracy.
Beyond basic contact details, certain industries have additional record-keeping requirements. Construction sites, for instance, require detailed records of all workers and visitors, including their inductions, licences, and competencies, as mandated by state-specific construction WHS regulations. Manufacturing and warehouse facilities often need to track PPE issued to visitors, and mining operations require comprehensive records of site inductions and emergency contact information. Healthcare facilities have even stricter requirements, needing to document visitor screening for infectious diseases and maintain records of patient visitors for infection control purposes. The cost of maintaining these records manually can be significant, with businesses potentially allocating several hours per week to data entry, storage, and retrieval. A digital system can reduce this time by up to 80%, with systems costing from approximately AUD $50 to $200 per month depending on the number of visitors and features required.
Currently in Australia, many businesses are transitioning to digital visitor management systems that automate record-keeping and provide features like pre-registration, automated emergency notifications, and real-time reporting. These systems often integrate with access control systems and HR databases, further streamlining processes. In 2026, we anticipate increased adoption of systems that leverage QR codes for contactless check-in and offer enhanced data analytics capabilities for identifying visitor trends and potential safety risks. Furthermore, the announced updates to the model WHS regulations in 2027 are expected to place even greater emphasis on the use of technology to improve WHS record-keeping and emergency preparedness. The latest compliance update in December 2025 saw a greater focus on data privacy and ensuring compliance with the Australian Privacy Principles (APPs) when collecting and storing visitor information.
In summary, maintaining comprehensive visitor records is a non-negotiable aspect of WHS compliance in Australia. Businesses must understand their specific obligations under state and territory legislation and implement systems – whether manual or digital – to ensure accurate and readily accessible records are maintained. Investing in a robust visitor management system is not just about meeting legal requirements; it’s about protecting the safety and wellbeing of everyone on your premises.
