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 contractors, additional information such as company name, ABN, and relevant licences or certifications may also be required, depending on the nature of the work being performed. For example, a visitor to a manufacturing facility in Sydney would need to have their arrival and departure times, areas accessed (e.g., production floor, office area), and emergency contact details recorded.
The method of record-keeping can vary. Traditionally, businesses used paper-based sign-in books. However, these are increasingly considered inadequate due to security concerns, difficulty in retrieving information quickly during emergencies, and challenges with data analysis for WHS improvements. Currently, digital visitor management systems are the preferred method, offering features like automated record-keeping, real-time reporting, and integration with emergency evacuation procedures. These systems can store data securely and generate reports for audit purposes. The cost of implementing a digital system can range from approximately $300 to $1,500 per year, depending on the number of locations and features required. Record retention periods also vary by state, but generally, records must be kept for at least two years, and potentially longer depending on the nature of the visit or any incidents that may have occurred.
In 2026, we anticipate increased scrutiny from SafeWork Australia and state WHS regulators regarding the accuracy and accessibility of visitor records. The focus will be on ensuring businesses can demonstrate a robust system for tracking visitors and responding to emergencies. Furthermore, the upcoming changes to the model WHS laws in 2027 will likely mandate the use of digital systems for larger organisations, particularly those with complex visitor flows or high-risk environments. Recent updates to visitor management systems now include features like automated emergency roll call, pre-registration capabilities, and integration with building access control systems, streamlining the process and enhancing safety. Some systems also offer automated data deletion after the required retention period, ensuring compliance with privacy regulations.
Ultimately, maintaining comprehensive and accurate visitor records is not just a legal obligation, but a critical component of a safe and secure workplace. By implementing a robust visitor management system, Australian businesses can demonstrate due diligence, protect their employees and visitors, and minimise the risk of WHS incidents.
