Specifications for the management of occupational health records

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**Notice from the General Office of the State Administration of Work Safety on Issuing the Standards for the Management of Occupational Health Records, An Jian [2013] No. 171: To the Work Safety Supervision Bureaus of all provinces, autonomous regions, municipalities directly under the Central Government, and the Xinjiang Production and Construction Corps: In accordance with the requirements of the Law of the People’s Republic of China on the Prevention and Control of Occupational Diseases, the Provisions on the Supervision and Management of Occupational Health in the Workplace (Order No. 47 issued by the State Administration of Work Safety), and the Measures for the Supervision and Management of Occupational Health Surveillance in Employers (Order No. 49 issued by the State Administration of Work Safety), in order to strengthen the management of occupational health in employers, ensure that occupational health records are complete, accurate, and properly utilized, and promote the fulfillment of employers’ primary responsibilities for the prevention and control of occupational diseases, our bureau has formulated the Standards for the Management of Occupational Health Records. These standards are now issued to you; please ensure their thorough implementation. **Office of the State Administration of Work Safety, December 31, 2013 – Standards for the Management of Occupational Health Records. These standards were formulated in order to improve the level of occupational health management among employers (with the exception of coal mines) and to standardize the management of occupational health records. They are based on the requirements of the Law of the People’s Republic of China on the Prevention and Control of Occupational Diseases, the Provisions on the Supervision and Management of Occupational Health in the Workplace (Order No. 47 of the State Administration of Work Safety), and the Measures for the Supervision and Management of Occupational Health Surveillance for Employers (Order No. 49 of the State Administration of Work Safety). 1. The employer’s occupational health records refer to the documents and materials such as texts, drawings, photos, reports, audio-visual materials, and electronic files that are generated by the employer in the course of preventing and controlling occupational disease hazards and managing occupational health. These materials provide an accurate and comprehensive reflection of the entire process of the employer’s occupational health activities. II. Employers shall establish and maintain occupational health records, which shall include the following main contents: (1) Records related to the principle of \"simultaneous implementation\" of occupational health measures in construction projects (see Attachment 1) ； (II) Occupational health management records (see Attachment 2) ； (III) Records of occupational health publicity and training (see Attachment 3) ； (IV) Records of monitoring, testing, and evaluation of occupational disease hazard factors (see Attachment 4) ； (V) Employer’s occupational health surveillance management records (see Attachment 5) ； (VI) Individual occupational health surveillance records of workers (see Annex 6) ； (7) Other documents and materials required by laws, administrative regulations, and rules. III. Employers may make appropriate adjustments to the sample format of occupational health records according to actual work requirements, but the main contents must not be omitted. For projects and personnel involving many parties, supplements can be made by referring to the sample form. IV. If a certain type of document in the occupational health records is abundant or overlaps with other documents, its storage location can be indicated within the records. V. Employers shall establish a file room or designate a specific area for storing occupational health records, and assign specialized agencies and full-time (or part-time) personnel to be responsible for their management. VI. Employers shall properly maintain occupational health records, file them by year or by construction project, assign numbers to them promptly, and store them in a designated location. VII. Employers must strictly manage occupational health records on a daily basis to prevent their loss. 8. When occupational health supervision authorities request to consult or copy occupational health records, employers must provide them truthfully. 9. When leaving an employer, workers have the right to request a copy of their occupational health surveillance records; the employer shall provide such copy truthfully and without charge, and shall sign and seal it. 10. When workers apply for the diagnosis and assessment of occupational diseases, the employer shall provide truthfully information required for such diagnosis and assessment, including the worker’s history of exposure to occupational disease hazards and the test results regarding occupational disease hazard factors in the workplace. 11. If an employer has already established occupational health records prior to the issuance of these specifications, such records shall be improved in accordance with the requirements of these specifications and filed in a categorized manner. 12. In the event of division, merger, dissolution, bankruptcy, or other similar situations occurring to the employer, the occupational health records shall be transferred for custody in accordance with the relevant regulations on record management. 13. Each region may make appropriate adjustments to the requirements of these specifications based on local actual conditions. 14. Other provisions regarding the management of occupational health records shall be implemented in accordance with the requirements of **current laws, administrative regulations, and rules. Attachments: 1. Archives on the \"three simultaneities\" principle for occupational health in construction projects; 2. Archives on occupational health management; 3. Archives on occupational health awareness and training; 4. Archives on monitoring, testing, and evaluation of occupational disease hazards; 5. Archives on occupational health surveillance management by employers; 6. Archives on individual occupational health surveillance for workers