Maintaining files
But it's just as true that when you're out working and need to consult a particular document or check on a detail, it's best to have it on paper.
There are also many site documents you'll receive from your clients that are only provided in a hard copy version.
This applies to both paper and electronic versions of a document - which is why a version control number or date is so important.
Set out below are some of the ways work documents are maintained and filed.
Building plans
Most local councils specify that building plans must be printed on A3 paper or larger.
This means that if you're given full sized copies, they will either be rolled up or folded multiple times.
In the office, you can lay out full sized plans on a large table or drawing board.
When you've finished with them, they can either be hung up or put in a plan drawer to keep them flat.
While you're on-site, try to keep them rolled up and out of harm's way unless you're actually looking at them - and don't let other people handle them unless their hands are clean!
Detail drawings and installation plans
Your own company's detail drawings, installation plans and job sheets are likely to be computer generated and printed on A4 paper.
These can be kept in a folder and stored in your briefcase or toolbox.
If you make important notes on them or change any details, always make sure you tell the appropriate person back at your office, because they may need to update the electronic files.
For this reason, the paper documents are sometimes filed away in addition to having the electronic copies backed up on a hard drive.
Safe work method statements
Safe work method statements (SWMSs) need to be kept on-site and signed by everyone involved in the installation.
If it's your job to look after these documents, you should store them in a file in your briefcase.
On large jobsites, the safety officer or site manager may ask to look at them at any time, so they need to be readily available.
Safe operating procedures
In workshops and on factory floors, each static machine often has its own safe operating procedure (SOP) posted up on a wall nearby or on the side of the machine itself.
The SOP is generally laminated to keep it clean.
On-site, there may be separate SOPs for power tools and hazardous tasks.
Sometimes these are referenced in the SWMS, which means they should be kept together in the same file.
Material safety data sheets
Like SOPs, material safety data sheets (MSDSs) need to be kept on hand wherever the hazard exists.
In the workshop or on the factory floor, some companies like to produce one-page summaries and post them up on the wall where the hazardous substances are being stored or used.
Alternatively, they are kept in a file that workers can easily access.