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 often further detailed by state-specific legislation. Generally, these records must include the visitor’s full name, the date and time of arrival, the date and time of departure, and the location(s) visited within the premises. Crucially, records must also capture details relating to any emergency procedures communicated to the visitor, such as evacuation routes and assembly points. For example, a manufacturing facility in Sydney would need to record not only when a delivery driver arrived, but also confirmation that they received a safety briefing regarding pedestrian access in the loading dock and the location of the nearest fire extinguisher.
The method of record-keeping can vary. Traditionally, businesses used paper-based sign-in books. However, these are increasingly considered inadequate due to issues with legibility, data security, and the difficulty of quickly locating individuals during an emergency. Currently, digital visitor management systems are becoming the standard, offering features like automated data capture, instant emergency notifications, and integration with access control systems. These systems typically store data securely in the cloud, allowing for easy retrieval and reporting. The cost of implementing a digital system can range from approximately $300 to $1,500 per year, depending on the number of visitors and features required. Some systems also offer features like pre-registration, allowing visitors to complete their details before arrival, streamlining the check-in process.
Record retention periods also vary by state. In most jurisdictions, WHS records, including visitor logs, must be retained for at least five years. However, some states, like Queensland, may require longer retention periods for specific types of records. It’s important to note that these records are subject to inspection by WHS regulators, such as SafeWork NSW or WorkSafe Victoria, during audits. Failure to comply with record-keeping requirements can result in significant penalties, including fines and even prosecution. In 2026, we anticipate increased scrutiny from regulators regarding the accuracy and accessibility of visitor records, particularly in high-risk industries like construction and manufacturing. Furthermore, announced updates to the model WHS laws in 2027 are expected to clarify requirements around data privacy and the secure storage of visitor information.
As of December 2025, Australian businesses must ensure they have a robust system in place for accurately recording and securely storing visitor information. In 2026, the trend towards digital visitor management systems will continue, driven by the need for improved compliance, enhanced security, and streamlined emergency response capabilities. Maintaining comprehensive and accessible visitor records is not just a legal obligation, but a critical component of a safe and responsible workplace.
