An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What a hazardous substance exposure record is
A hazardous substance exposure record documents which workers may be exposed to substances hazardous to health — through inhalation, skin contact or ingestion — the tasks involved, and the controls and protection in place. It draws on the substance assessment and supports management of exposure rather than replacing the control of it at source.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides how exposure to hazardous substances is assessed and recorded.
Purpose
- Record which workers may be exposed and to what substances.
- Note the tasks, controls and protection in place.
- Provide a basis for monitoring exposure over time.
- Support any health surveillance linked to the substances.
Who completes it
- A competent person appointed by the employer, with worker input.
- Drawing on the substance assessment and safety data.
- The employer decides how exposure is assessed and recorded.
- The record is kept within the organisation’s own process.
When it is used
- Where workers may be exposed to hazardous substances.
- When substances, tasks or controls change.
- When a new substance or process is introduced.
- On a review cycle the employer defines.
Typical fields
- Workers or groups exposed and the substances involved.
- Tasks and route of exposure.
- Controls and protection in place.
- Any link to health surveillance.
- Assessor and review date.
- Example fields only — adapt to the substances and the applicable law.
Common mistakes
- Relying on protection instead of controlling exposure at source.
- Ignoring skin contact as a route of exposure.
- Not keeping the record in step with the substance assessment.
- No link between exposure and health surveillance.
Document workflow
A hazardous substance exposure record draws on the substance assessment and the PPE provided, and it links to skin or respiratory protection records as relevant. It may feed health surveillance arranged through an occupational health referral and is reviewed when substances, tasks or controls change.
See the related documents below for what is commonly used with this record.
Retention (high level)
Hazardous substance exposure records are generally kept for a period that can be long for certain substances, in line with the employer’s obligations. Specific retention periods vary by jurisdiction.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Completing and sharing as a PDF
These records are commonly stored as PDFs alongside the substance assessment and protection records. Exporting to PDF supports documentation; it does not make the record official or guarantee compliance.
Employer checklist
- Control exposure at source before relying on protection.
- Consider all routes, including skin contact.
- Keep the record in step with the substance assessment.
- Link exposure to protection and any surveillance.
Worker notes
- Use the controls and protection provided for the substances.
- Follow safe handling and storage instructions.
- Report spills, exposure or symptoms promptly.
Country considerations
Most countries require exposure to hazardous substances to be assessed and controlled, but the detail, thresholds and records differ, and the official authority is different in each. This page is high-level and general — it is not a statement of any country’s law and not a guarantee that a record is valid anywhere.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for assessing and controlling exposure to hazardous substances, providing protection and arranging surveillance where required — and for compliance. This page is an educational overview with a template example; it does not determine your duties, does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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