Free checklist

If a regulator visits: what to have ready

A visit is far less stressful when you can find things. Regulators run psychosocial campaigns, and a visit can also follow a complaint or an incident. Here is what is commonly asked for, and where each item sits in a PsychosocialGuard report.

What they commonly ask for

Six things, and where to find them

Which psychosocial hazards you identified, and how you rated them

In the report: Risk Overview and Hazard Detail

Each hazard with its description, frequency, duration, severity and rating, and the control level you chose.

The controls you put in place, and who is responsible

In the report: Action Plan, and Ownership & Risk

Every action with an owner, a due date and a status, plus who is responsible, accountable and consulted for each hazard. High-risk hazards with no owner are flagged.

Evidence that you consulted your workers

In the report: Worker Consultation

Who you consulted, their role, the date and the method, recorded against the hazard it related to.

When you reviewed, and what changed

In the report: Review date, Outcome and Amendments

The review date on the case file, the recorded outcome, and a dated list of amendments made after the record was sealed.

That the record has not been quietly changed

In the report: Sealed record and timestamp

When you close a case file it is sealed with a SHA-256 hash and, where the timestamp service responds, an RFC 3161 trusted timestamp. Later changes are made as dated amendments, not overwrites.

The law and code you worked to

In the report: Applicable legislation

The state or territory Act, the regulator and the code of practice that applied to the case file.

No regulator publishes one fixed list. This is drawn from the codes of practice and regulator guidance on managing psychosocial hazards, so check your own state regulator for detail.

Be straight about the gaps

What a case file does not hold

A case file is the record of how you assessed and controlled a specific risk. Keep these alongside it, so you can hand over the whole picture.

Your written WHS and psychosocial policies and procedures
Training and induction records
Rosters, timesheets and leave records
Incident reports held in other systems
Any sexual harassment prevention plan your state requires

Find the gaps before you print

On the Export tab of every case file, a short "Before you print" checklist shows what is missing: no consultation recorded, a high-risk hazard with no owner, overdue actions, no review date, or a record that is not yet sealed. Each line takes you to the place to fix it.

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General information only, not legal advice. Your state or territory regulator and the code of practice are the authority. Using PsychosocialGuard does not by itself discharge a business's duties or guarantee any regulatory outcome.