Safety Record Management System – Hotel Sector

 Systematic Management of Occupational Safety and Health (OSH) Records

Systematic management of Occupational Safety and Health (OSH) records is a critical aspect of the hospitality industry, particularly to ensure:
 ✅ Full compliance with legal requirements and safety standards
 ✅ A safe, healthy, and controlled working environment for all hotel staff
 ✅ Smooth hotel operations and preparedness for audits, investigations, or emergencies at any time

In a sector that involves 24-hour operations, multiple departments (Housekeeping, F&B, Front Office, Engineering), and daily guest interactions, excellent OSH management is a necessity, not a choice.

The Safety Record Management (SRM) system for the hotel sector is specifically designed for:
 🏨 Small to large-scale hotels
 🏢 Resorts, premium homestays, and internationally-rated hotels
 👷‍♂️ Hospitality organizations managing employees across various departments and high-risk tasks
 📋 Hotels aiming to maintain OSH records systematically for compliance audits, certification, and risk management

SRM helps hotels to:
 📂 Record all aspects of OSH in an organized, systematic, and centralized manner
 🔍 Facilitate access to critical information for reporting, monitoring, and follow-up action
 📊 Analyze safety trends, employee training levels, and the effectiveness of preventive measures continuously 

1. OSH Management Profile Module

This module stores basic information related to the hotel’s OSH organizational structure, including the appointment of OSH Officers, safety supervisors, and individuals responsible for health and safety matters. It also includes OSH policies, safety objectives, and a brief history of the hotel’s OSH commitment.

2. Safety and Health Committee  / Safety Team Module

Used to record the composition of the Safety Committee (JKKP), including employer and employee representatives. It also logs meeting minutes, follow-up actions, employee safety complaints, and risk observation reports from staff.

3. Hazard Assessment Module

Helps identify, evaluate, and control potential risks in various hotel locations such as the kitchen, janitor room, swimming pool, laundry area, parking lot, chemical storage, and guest areas.

4. Employee Training Module

Records safety and health-related training provided to employees, such as:
 ✅ Handling of cleaning chemicals
 ✅ PPE usage
 ✅ Fire drills & building evacuation
 ✅ Safe work procedures in the kitchen and laundry

5. Audit, Inspection & Monitoring Records Management Module

Used to store internal audit and scheduled inspection records, such as:
 🔎 Kitchen and food storage inspection
 🔎 Swimming pool and filtration system checks
 🔎 Monitoring of electrical systems, gas leaks, and elevators
 🔎 Staff rooms and rest area inspections

6. Incident Record Management Module

Used to record all incidents such as:
 ⚠️ Chemical spills
 ⚠️ Staff injuries at work
 ⚠️ Minor fires / false alarms
 ⚠️ Guest accidents within the hotel area
 Each incident is documented along with corrective and preventive actions.

7. Hazardous Chemical Management Module

Used to record information and storage locations of chemicals such as:
 🧴 Industrial cleaners, disinfectants, bleach
 🧼 Cleaning soaps, insecticides, room cleaning agents
 This module includes SDS (Safety Data Sheet) listings and chemical control measures.

8. Noise Risk Assessment Module

Used to assess noise levels in areas such as:
 🔊 Main air-conditioning machinery (AHU)
 🔊 Generator / genset rooms
 🔊 Commercial laundry rooms
 If necessary, mitigation actions such as PPE provision or soundproofing are recorded.

9. Plant & Equipment Record Module

Covers maintenance and safety status records of:
 🔧 Elevators and escalators
 🔧 HVAC systems and generators
 🔧 Boilers, pool pumps, water heaters
 🔧 Fire systems (alarms, sprinklers, hose reels)

10. Emergency Response Plan (ERP) Record Module

Used to document emergency response plans such as:
 🚨 Fire / Explosion
 🌊 Flood / Burst pipes
 ⚡ Power outages
 🧯 Evacuation procedures for guests and staff
 Includes documentation of drills and annual fire training.

11. OSH Additional Information Module

Storage for materials such as:
 📄 Latest OSH circulars
 📄 Images of hazardous areas
 📄 OSH-related case reports in the hospitality sector
 📄 Safety information and SOPs during a pandemic

12. SRM System Administrator Module

Controls user access to the system. Administrators can:
 🔐 Set access levels by department (Housekeeping, F&B, Maintenance)
 📊 Monitor system usage and record updates
 🛠️ Perform system maintenance

OSH Reports and Statistics