How long to keep safety records in each province

Why the periods matter

Records are the evidence that a written program is in use. An officer investigating an incident, a client checking your prequalification or an auditor looking at your program will ask for the records behind it, and a record you threw out cannot help you. Keep each record at least as long as the law requires, and when the law says nothing, keep it long enough to show a trend: three years is a sensible minimum for most safety records.

Western Canada

• Alberta: investigation reports for incidents reportable under s. 33 of the OHS Act, at least 2 years (s. 33(7)). First aid records, 3 years (OHS Code, s. 183(3)).
• British Columbia: first aid records, at least 3 years (OHS Regulation, s. 3.19).
• Saskatchewan: the first aid register, at least 5 years after it ceases to be used (OHS Regulations, 2020, s. 5-8(d)).
• Manitoba: any record the Regulation requires, including investigation reports, at least 5 years after it is made unless the Regulation sets another period (Workplace Safety and Health Regulation, s. 2.10). Injury and illness records, 5 years (s. 5.7). Committee minutes, at least 10 years, kept at the workplace (s. 3.7).

Ontario and Atlantic Canada

• Ontario: copies of the reports and notices made under sections 51 to 53.1 of the OHS Act (deaths, critical injuries, accidents and occupational illnesses), at least 3 years (O. Reg. 420/21, s. 6). The first aid regulation (Reg. 1101) sets no period, so use a suggested minimum.
• New Brunswick: first aid records, 3 years (First Aid Regulation 2004-130, s. 10). Joint committee minutes, 3 years, on the WorkSafeNB-approved form (OHS Act, s. 14).
• Nova Scotia: records the Workplace Health and Safety Regulations require, including first aid records, at least 5 years unless stated otherwise (s. 1.15(1)). Inspection and maintenance records, 2 years (s. 1.15(2)).
• Prince Edward Island: first aid records, 3 years (General Regulations, s. 9.10).
• Newfoundland and Labrador: first aid records, 5 years (First Aid Regulations, s. 10).

The territories

• Yukon: first aid records, at least 3 years (Workplace Health and Safety Regulations, s. 18.14).
• Northwest Territories: the first aid register, at least 3 years after it is no longer used (OHS Regulations, s. 63).
• Nunavut: the first aid register, at least 3 years after it is last used (OHS Regulations, s. 63).

Records the law does not time

Most safety records have no legal retention period anywhere: hazard assessments, inspection forms, toolbox talk sign-in sheets, orientation checklists and training records. These are the minimums the Implementation Kit suggests where the law is silent. They are a sensible default, not a legal rule, so follow the law wherever it sets a longer period.

• Formal hazard assessments: 3 years after they are replaced. Field level hazard assessments: 3 years.
• Inspection forms, drill records and safety meeting or toolbox talk records: 3 years.
• Orientation checklists, training records and competency assessments: the length of employment plus 3 years.
• Equipment maintenance and certification records: the life of the equipment plus 3 years.
• Statistics: 5 years, so you can show a trend.
• Exposure monitoring and health monitoring for substances such as asbestos, silica, lead, noise or radiation: check the rules for the substance, which can set far longer periods.

Carrier records in Alberta

If you run commercial vehicles as a carrier regulated by Alberta, the transport rules add their own periods: vehicle maintenance and inspection records for the current calendar year and the 4 years before it (Commercial Vehicle Safety Regulation, s. 38(1)), trip inspection reports at least 6 months (s. 13(2)), and drivers' daily logs at least 6 months (Drivers' Hours of Service Regulation, s. 16). The records of a vehicle permanently retired from use are kept 6 months after it is retired (s. 38(2)).

Make it easy to find

Keep one filing system for everyone: paper on site, scanned to a shared folder weekly if your crews work in the field. The Record-Keeping Guide included with every manual lists what to keep by record type, the period for your jurisdiction where the law sets one, a folder structure, file naming and a monthly records check.

Read the legislation