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 largely consistent across jurisdictions, although some states – like Western Australia and Queensland – may have minor variations. Generally, the following information must be recorded for each visitor: their full name, the date and time of arrival, the date and time of departure, and the location(s) visited within the premises. Crucially, the system must also capture a method for contacting the visitor in an emergency, typically a mobile phone number. For example, a manufacturing facility in Sydney must record not only that a delivery driver visited, but also the specific loading dock they used and the duration of their stay.
The purpose of these records extends beyond simply knowing who is on site. In the event of a fire, evacuation, or other emergency, these records are vital for confirming that all visitors have been safely accounted for. They also play a critical role in incident investigations. If an incident occurs involving a visitor, the records provide essential information for identifying witnesses, understanding the visitor’s movements, and assessing potential hazards. Furthermore, these records are subject to inspection by WHS regulators, such as SafeWork NSW or WorkSafe Victoria, during audits. Failure to maintain adequate records can result in significant penalties, currently ranging from AUD $3,600 to AUD $180,000 depending on the severity of the breach and the jurisdiction.
Traditionally, this information was often recorded in paper-based sign-in books. However, these are prone to errors, difficult to search, and pose challenges during emergency evacuations. Currently, digital visitor management systems are becoming increasingly prevalent, offering features like automated record-keeping, real-time reporting, and integration with emergency notification systems. These systems often include features like pre-registration, automated emergency alerts via SMS or email, and the ability to generate compliance reports. The cost of implementing a digital system varies depending on the size of the organisation and the features required, but typically ranges from AUD $500 to AUD $5,000 per year for a cloud-based solution. In 2026, we anticipate a further shift towards systems that incorporate facial recognition for faster check-in and enhanced security.
In 2026, SafeWork Australia is expected to release updated guidance on digital record-keeping, potentially outlining specific data security requirements for visitor information. Announced updates to the model WHS laws in 2027 are also expected to further clarify the responsibilities of businesses regarding visitor safety and emergency preparedness. Currently available systems now include features to automatically archive records in compliance with retention periods specified by each state, typically ranging from 2 to 5 years.
Maintaining comprehensive visitor records is not merely a legal obligation, but a critical component of a robust WHS management system. Accurate and accessible records are essential for ensuring the safety of visitors, demonstrating due diligence, and mitigating potential risks within your Australian workplace.
