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 were assigned to 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 safely evacuated the premises. They also play a critical role in incident investigations. If a visitor is injured while on site, the visitor log provides essential information for identifying and contacting them, and for understanding their movements leading up to the incident. Furthermore, these records are often required during WHS audits conducted by SafeWork Australia or state-based WHS regulators. Failure to maintain adequate visitor records can result in significant penalties, including fines and potential prosecution.
Currently, record-keeping can be managed through manual sign-in sheets, but this method is increasingly considered inadequate due to its susceptibility to errors, difficulty in retrieving information quickly, and challenges in ensuring data privacy. Visitor management systems (VMS) are now widely adopted to automate this process. These systems typically utilise digital kiosks or tablets for visitor check-in, automatically capturing the required information and storing it securely. The latest update to many VMS in December 2025 now includes automated emergency roll call functionality, allowing for rapid verification of visitor evacuation. The cost of implementing a VMS varies depending on the size of the organisation and the features required, but typically ranges from AUD $500 to $5,000 upfront, plus an ongoing monthly subscription fee of AUD $50 to $200. In 2026, we anticipate increased integration of VMS with building access control systems and emergency communication platforms.
Looking ahead to 2027, SafeWork Australia is expected to release updated guidance on digital record-keeping, potentially outlining specific requirements for data security and retention periods. This may include requirements for data encryption and compliance with the Australian Privacy Principles. Currently in Australia, records must be retained for a period determined by relevant WHS legislation, typically at least two years, but this may be extended depending on the nature of the business and the potential for future claims.
In summary, maintaining comprehensive visitor records is a non-negotiable aspect of WHS compliance for Australian businesses. Investing in a robust visitor management system is a proactive step towards ensuring the safety of visitors, fulfilling legal obligations, and demonstrating a commitment to workplace safety.
