Internal OHSMS Audit

eAuditor Audits & Inspections is a versatile platform ideal for conducting internal audits of your Occupational Health and Safety Management System (OHSMS). It helps streamline the auditing process by providing customizable templates, real-time reporting, and automated workflows. Conducting an OHSMS audit with eAuditor Audits & Inspections ensures that your organization complies with safety regulations like ISO 45001 and minimizes health and safety risks in the workplace.

Here’s how you can effectively use eAuditor Audits & Inspections to conduct an internal OHSMS audit:

1. Setting Up eAuditor Audits & Inspections for an OHSMS Audit

• Create or Customize Audit Templates: Start by setting up an internal audit template for OHSMS. You can create a custom template based on your organization’s specific requirements or modify existing templates available in the eAuditor Audits & Inspections template library (e.g., ISO 45001 audit templates).
  • The template can include sections such as:
    • Workplace safety hazards
    • Incident reporting and investigation
    • Emergency preparedness
    • Health and safety policies and procedures
    • Employee training and competency
    • Compliance with safety regulations
  • Use a mix of question types like Yes/No, ratings, multiple-choice, and text fields to gather detailed responses.

2. Performing the Internal OHSMS Audit

• Mobile Inspections: Auditors can use eAuditor Audits & Inspections on mobile devices to conduct the audit in real-time on-site. This flexibility allows you to inspect multiple areas of the workplace, documenting findings without manual paperwork.
• Capture Evidence: Auditors can upload photos, videos, and notes directly into the audit report to support findings. For example, if auditor identifies safety hazard (e.g., faulty equipment), the auditor can capture a photo and provide a detailed description.
• Compliance Checks: The audit template can include compliance checks based on OSHA standards, ISO 45001 requirements, or other relevant safety frameworks. Auditors can verify if safety procedures, training programs, and equipment maintenance meet these standards.
• Risk Assessment: Include risk assessment sections in the audit where auditors identifies  hazards, and risk levels (low, medium, high) are recorded. This enables the auditor to evaluate the severity and likelihood of each hazard.

3. Assigning Actions and Corrective Measures

• Assigning Corrective Actions: During the audit, if auditor identifies non-compliance or safety issues, you can assign corrective actions directly in eAuditor Audits & Inspections. Tasks can be assigned to specific team members or departments with clear deadlines for resolution.
  • For example, if a fire exit is blocked, the task can be assigned to the maintenance team to remove the obstruction immediately.
• Automated Follow-Ups: eAuditor Audits & Inspections allows you to set automated reminders for follow-ups to ensure that corrective actions are completed by the assigned due dates.
• Root Cause Analysis: Auditors can perform a root cause analysis (RCA) for incidents or hazards identified during the audit. This helps determine the underlying causes of safety issues and aids in preventing recurrence.

4. Reporting and Documentation

• Automated Reports: After completing the audit, eAuditor Audits & Inspections automatically generates comprehensive reports that can be shared with management, safety officers, or external auditors. Reports include detailed audit findings, photos, corrective actions, and completion statuses.
• Real-Time Dashboards: eAuditor Audits & Inspections’s dashboard provides an overview of all OHSMS audits conducted within your organization. You can track safety trends, monitor the completion of corrective actions, and identify recurring issues.
• Export Formats: You can export Audit reports in various formats (PDF, Word, CSV). You can share reports via email or save in the cloud for record-keeping.

5. Monitoring and Continuous Improvement

• Tracking Audit Trends: Use eAuditor Audits & Inspections’ analytics to track trends over time. For example, you can monitor if specific safety issues (e.g., PPE non-compliance or machinery faults) are recurring across different audits or departments.
• Continuous Improvement: Based on audit findings, you can revise your OHSMS procedures, provide additional safety training, or update equipment to prevent future incidents. eAuditor Audits & Inspections helps maintain an ongoing improvement cycle by highlighting areas where your organization can strengthen safety practices.
• Action Performance: Track the performance of assigned actions and whether they are completed on time. You can identify bottlenecks or departments that may require additional support or resources.

6. Integration with Other Tools

• Integrations with Safety Management Tools: eAuditor Audits & Inspections integrates with platforms like Microsoft Teams, Slack, Google Drive, and other project management systems. This enables better collaboration between departments and ensures that safety-related data is shared across the organization.
• Document Control: Ensure that all safety-related documents, such as policies, procedures, and training manuals, are accessible and up-to-date through eAuditor Audits & Inspections’s document management feature.

7. Offline Inspections

• Audit Without Internet Connection: eAuditor Audits & Inspections allows auditors to perform audits offline, which is especially useful in areas with no internet connectivity, such as remote worksites or industrial locations. Once reconnected, the data syncs automatically to the cloud.

Example Use Case:

Scenario: A safety officer conducts a routine OHSMS audit of a manufacturing facility using eAuditor Audits & Inspections. During the inspection, several non-conformances are found, including a lack of proper PPE usage and an expired fire extinguisher. The auditor documents these issues with photos, assigns corrective actions to the HR and maintenance teams, and sets deadlines for each. A follow-up inspection is scheduled within a week to ensure the issues are resolved. The system sends automatic reminders to the responsible teams to complete their tasks before the deadline.

8. Maintaining OHSMS Compliance

• Compliance with Standards: Regular OHSMS audits using eAuditor Audits & Inspections help ensure compliance with regulatory bodies like OSHA, ISO 45001, and local health and safety laws.
• Audit Trails for Certification: If your organization is ISO 45001 certified or seeking certification, eAuditor Audits & Inspections provides a comprehensive audit trail of internal OHSMS audits, corrective actions, and continuous improvements. You can use be used for external audits or certification purposes.

Conclusion:

Using eAuditor Audits & Inspections for internal OHSMS audits streamlines the entire audit process, from inspection to reporting and follow-up. Its mobile accessibility, real-time reporting, and automation features ensure that audits are thorough, accurate, and aligned with safety management standards. Regular internal audits using eAuditor Audits & Inspections help improve workplace safety, mitigate risks, and maintain compliance with health and safety regulations.