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How are records of safety and health management system inspections under the Serious Accidents Punishment Act kept?
2026.08.10 09:14
The inspection records of the safety and health management system under the Serious Accidents Punishment Act are not merely documents that record the fact that “a meeting was held.” In order to verify whether management executives established and actually implemented the safety and health management system, Inspection date and time, attendees, inspection items, verification results, corrective actions, person in charge, deadline, follow-up verification It is recommended to manage it so that it continues until then.
short answer
If you have inspected the safety and health management system to respond to the Serious Accidents Punishment Act, rather than simply keeping a single meeting minute Checklist, meeting minutes, improvement action implementation management sheet, supporting documents A method to leave it together is needed.
The important thing is not the quantity of records, but the ability to verify later “what was inspected, what problems were identified, who agreed to take action by when, and whether it was actually completed.”
For example, if you have conducted a management review meeting, it is advisable not to simply record the meeting date and attendees, but to also verify safety and health objectives, identification and improvement of hazardous factors, budget and personnel support, listening to employee opinions, management of contracting, services, and outsourcing, compliance with relevant legal obligations, and the progress of corrective measures.
The key point is Establish inspection plan → Prepare checklist → Record meeting minutes → Manage implementation of corrective measures → Store supporting documents → Reconfirm at the next inspection It is to create a flow.
When will it be applied?
Inspection records for the safety and health management system under the Serious Accidents Punishment Act are required in the following situations.
| situation | Items to check by the person in charge |
|---|---|
| Regular safety and health management system inspection | Check internal inspection cycles and items, such as semi-annual, quarterly, and monthly. |
| Management Safety and Health Meeting | Records of reports, decisions, and follow-up actions by executives, etc. |
| Check risk assessment results | Verify whether corrective measures for hazardous and risk factors have actually been implemented. |
| Review of Safety and Health Budget and Personnel | Record whether the necessary budget, personnel, facilities, and equipment have been reviewed and allocated. |
| Listening to employee opinions | Record of received opinions, review results, and whether they were reflected |
| Management of contracts, services, and entrustment | Records of verification and consultation on safety and health measures by subcontractors |
| Accidents and near misses occurred | Record the identification of the cause, measures to prevent recurrence, and whether corrective actions have been implemented. |
| Inspection and corrective order by relevant agencies | Storage of findings, improvement plans, implementation results, and report materials |
| Change of Personnel · Handover | Summary of previous inspection results and status of incomplete actions |
Safety and health management system inspection records are not documents hastily created after an accident occurs, but rather management data that shows how the organization has been operating its safety and health activities on a regular basis.
Tasks the person in charge must do
1. First, determine the inspection targets and frequency.
To keep records of the safety and health management system inspection, you must first determine “what to inspect and when.”
Since Article 4 of the Enforcement Decree of the Serious Accidents Punishment Act sets forth specific details regarding the establishment and implementation of a safety and health management system, it is advisable for companies to organize inspection items according to the size of the workplace, industry type, hazardous and dangerous factors, and organizational structure.
The inspection cycle can be determined in alignment with items requiring verification under relevant laws, the frequency of internal safety and health meetings, risk assessment cycles, and on-site inspection schedules. However, since it may be difficult to verify actual implementation by relying solely on "preparing meeting minutes once a year," it is advisable to distinguish between regular inspections and ad-hoc inspections.
| division | Operational Example | Record points |
|---|---|---|
| Regular inspection | Semi-annual, quarterly, and monthly inspections of the safety and health management system | Verification of key obligations and compliance |
| Management Report | Meetings or reports attended by executives, etc. | Decision-making, budget and personnel support, improvement approval records |
| Regular inspections | In the event of an accident, near miss, change in laws, or change in process | Record of additional risk factors and preventive measures |
| On-site inspection | On-site verification of workplaces, workshops, and contractors | Record of deficiencies and deadlines for corrective actions |
| Post-inspection | Verify after completion of corrective measures | Verification of completion and confirmation of recurrence |
If the inspection cycle is not fixed, inspections may be missed due to changes in personnel or during busy periods. It is recommended to include inspection meetings and follow-up verification schedules together in the annual safety and health schedule.
2. The checklist is created by linking legal items with company operation items.
Rather than a checklist that simply marks "Normal / Inadequate," it is recommended to design the safety and health management system checklist to link legally required verification items with the company's internal implementation data.
For example, it can be organized in the following way.
| Inspection area | Things to check | Examples of supporting documents |
|---|---|---|
| Safety and Health Objectives and Management Policy | Whether goals and policies have been established and announced | Safety and Health Management Policy, Posted Materials, Employee Guidelines |
| Dedicated organization/person in charge | Whether the organization and person in charge for performing safety and health duties have been designated | Organization chart, job description, letter of appointment |
| Budget, personnel, facilities, and equipment | Whether necessary resources have been reviewed and allocated | Budget plan, purchase request, staffing details |
| Identification of hazardous and risk factors | Whether risk assessment and on-site inspection were conducted | Risk assessment checklist, site inspection checklist |
| Improvement measures | Whether improvements have been made to the identified risk factors | Improvement measure implementation management sheet, completion photos, before and after work comparison data |
| Listening to employee opinions | Whether they listened to and reviewed the workers' opinions | Records of opinion gathering, meeting minutes, processing results |
| Management of contracts, services, and entrustment | Whether the contractor's safety and health measures were verified | Council meeting minutes, work permits, safety training records |
| Safety and health education | Whether training for the subjects was conducted | Training log, attendance register, certificate of completion |
| Accident and Near Miss Management | Whether the cause of the accident and measures to prevent recurrence were reviewed | Accident investigation report, recurrence prevention measures |
| Compliance with statutory obligations | Whether necessary measures under relevant laws have been confirmed | Legal checklist, inspection results table |
There may be items marked as “inadequate” on the checklist. The important thing is not to hide the inadequacies, but to connect them to corrective actions, assigned personnel, deadlines, and follow-up verification.
3. Clearly record decisions and follow-up actions in the meeting minutes rather than the details of the discussions.
If you have held management review meetings or safety and health meetings, it is advisable to keep meeting minutes. However, meeting minutes should not be a document that records every conversation at length, but rather a document that allows you to verify the review results, decisions made, and follow-up actions.
The meeting minutes may include the following items.
| division | Record contents |
|---|---|
| Meeting Information | Meeting name, date, time, location, attendees |
| Inspection purpose | Regular inspections, post-accident inspections, compliance checks, etc. |
| Main agenda | Risk assessment results, status of corrective measures, budget and personnel, contractor management, etc. |
| Report content | Inspection results, deficiencies, and accident/near-miss status |
| Decision | Approved measures, pending matters, items requiring further review |
| manager | Person in charge of each measure and cooperating department |
| Completion deadline | Scheduled completion date of improvement measures |
| Follow-up confirmation | Items to reconfirm at the next meeting or inspection |
| Attached materials | Checklists, photos, training materials, risk assessment sheets, etc. |
In particular, if you only record "discussed" or "scheduled for review," it is difficult to verify whether actual implementation took place. If possible, the meeting minutes should clearly state "who will do what, by when, and what."
4. Incomplete measures are managed using a separate implementation management sheet.
One of the most important records in a safety and health management system inspection is the management of unfinished actions. Even if deficiencies are noted in checklists and meeting minutes, the significance of the inspection records is diminished if it is not verified whether subsequent actions have been completed.
It is recommended to manage incomplete actions using a separate implementation management table.
| item | Writing example |
|---|---|
| Inspection day | 2026.08.10 |
| Inspection items | Separation of forklift operation areas and pedestrian traffic paths |
| Insufficient content | Partially faded pedestrian walkway markings difficult to identify |
| Risk level | High / Medium / Low |
| Improvement measures | Repainting of passageways and reinforcement of safety signs |
| manager | Facility Management Team |
| Completion deadline | 2026.08.25 |
| sledding | In progress |
| Proof of completion | Photos of completed repainting, purchase history, on-site checklist |
| Follow-up confirmation | Reconfirmed during the regular maintenance in September 2026 |
Rather than simply marking the performance management sheet as "completed," it is advisable to link it to supporting documents that confirm completion, such as photos, work completion reports, training materials, purchase requests, and on-site checklists.
5. We are recording the employee's opinions and the processing results together.
In a safety and health management system, the opinions of workers who best understand the risks at the site are important. It is advisable not only to record the fact that opinions were collected, but also to document what opinions were received and how they were handled.
For example, you can manage it as follows.
| division | Record example |
|---|---|
| Date of submission of opinions | 2026.08.05 |
| Application Channel | Safety and Health Bulletin Board, Interview, Meeting, Suggestion Box |
| Opinion content | The passageway lighting is dim during night work, making movement unsafe. |
| Reviewer | Safety and Health Officer, Facility Management Team |
| Review results | Additional lighting installation required |
| Details of the measures | Installed 2 additional lights |
| Completion date | 2026.08.20 |
| feedback | Notification of processing results to the proposer or the relevant worker |
While it is not possible to incorporate all opinions immediately, it is important to record whether they were reviewed and the results of the processing. Even if they could not be implemented, documenting the reasons allows for a re-examination later.
6. We manage records related to contracting, services, and outsourcing separately.
The Serious Accidents Punishment Act can also be linked to the obligation to ensure safety and health in relationships such as contracting, services, and outsourcing. Therefore, if there are subcontractors, partner companies, or outsourced personnel within the workplace, it is advisable to manage inspection records related to their work as well.
Records related to contracting, services, and entrustment may include the following items.
| division | Things to check |
|---|---|
| scope of work | Which company performs which work |
| Risk factors | Major hazardous and risk factors of the work |
| Safety and Health Consultation | Operation of pre-work consultative bodies, TBMs, and safety meetings |
| Education/Notice | Safety training for workers, pre-work guidance |
| Work permit | Whether permits are required for fire, confined spaces, work at heights, etc. |
| On-site inspection | Compliance with safety regulations during work |
| Improvement measures | Issues raised and results of correction |
| Accidents · Near misses | Occurrence, reporting, and measures to prevent recurrence |
| Communication system | Contact network in case of emergency |
Since records related to contractors may require review depending on the roles of the prime contractor and subcontractor, the scope of work, and the feasibility of on-site control, it is recommended to have them reviewed by an expert tailored to the specific situation of the workplace.
7. Records are stored in “check bundles” to prevent them from scattering.
Safety and health management system inspection records are likely to be divided into various documents, such as meeting minutes, checklists, corrective action sheets, photos, training materials, legal checklists, and materials for collecting employee opinions.
Therefore, it is recommended to manage this by creating folders organized by year, month, and inspection cycle.
For example, you can configure it as follows.
| Folder separation | Included materials |
|---|---|
| 01_Inspection Plan | Annual inspection plan, meeting schedule, inspection criteria |
| 02_Checklist | Safety and Health Management System Checklist, On-site Checklist |
| 03_Meeting Minutes | Minutes of management review meetings and safety and health meetings |
| 04_Improvement Measures | Improvement measure implementation management sheet, proof of completion |
| 05_Employee Opinions | Opinion gathering data, processing results |
| 06_Contracting, Services, Outsourcing | Council meeting minutes, work permits, company inspection data |
| 07_Education·Training | Training log, certificate of completion, emergency response training materials |
| 08_Accidents·Near Misses | Accident investigation report, measures to prevent recurrence, post-accident inspection |
| 09_Legal Review | Checklist for Compliance with Legal Obligations, Inspection Materials from Relevant Agencies |
It is recommended to record the final version, creation date, author, and revision history so that the inspection flow can be understood even if the person in charge changes.
Management table example
The table below provides an example of internal management that can be used when managing inspection records for the safety and health management system under the Serious Accidents Punishment Act. The actual items should be adjusted to suit your industry, workplace size, hazardous factors, contracting/service/outsourcing structure, and internal safety and health management system.
| division | Management Items | Record example |
|---|---|---|
| Inspection Information | Inspection date, inspection round, inspection type | 2026.08.10 / 3rd / Scheduled Maintenance |
| participant | Executives, safety and health managers, department heads | CEO, Safety and Health Manager, Production Team Manager |
| Inspection items | Goals/Policies, Risk Assessment, Corrective Measures, Training, Contract Management, etc. | Status of Risk Assessment Improvement Measures |
| Confirmation result | Adequate, needs supplementation, needs verification | Needs improvement |
| Insufficient content | Specific shortcomings | Reinforcement of safety railings needed for work at heights |
| Improvement measures | Details of the measures | Revision of Handrail Reinforcement and Pre-work Checklist |
| manager | Person in charge of action and cooperating department | Facility Management Team, Safety and Health Officer |
| Completion deadline | Scheduled date of action | 2026.08.30 |
| Supporting documents | Photos, meeting minutes, training materials, checklists, etc. | Before and after photos of improvements, construction completion certificate |
| Follow-up confirmation | Re-inspection schedule | September 2026 Scheduled Maintenance |
| Storage location | Document save path | Safety and Health Management System/2026/08_Regular Inspection |
Checklist
The checklist below is for internal inspection purposes to verify that records of the safety and health management system inspection under the Serious Accidents Punishment Act remain without omission.
especially Inspection items, meeting minutes, improvement action implementation management sheet, proof of completion These are basic check items. If even one of these items is not sorted out, it is recommended to address it first rather than considering the inspection complete.
Among all items If 3 or more are insufficient It is recommended to review the safety and health management system inspection procedures, the role of the person in charge, the management method of corrective measures, and the standards for retaining supporting documents, rather than simply adding meeting minutes.
| division | Confirmation items | check |
|---|---|---|
| Inspection plan | The frequency and personnel for regular and ad-hoc inspections were determined. | ☐ |
| Checklist | The inspection items for the safety and health management system were organized into a table. | ☐ |
| participant | There are records of attendance or reporting by executives, etc., and relevant personnel. | ☐ |
| proceedings | The inspection date, agenda, decisions, and follow-up actions were recorded. | ☐ |
| Risk assessment | We inspected the status of identification of hazardous and risk factors and improvement measures. | ☐ |
| Budget and personnel | We reviewed the necessity of safety and health-related budget, personnel, facilities, and equipment. | ☐ |
| Employee opinions | Recorded the listening of employee opinions and the results of processing. | ☐ |
| Contract management | I checked the safety and health inspection records related to contract, service, and outsourced work. | ☐ |
| Education and Training | Safety and health education, emergency response drills, and pre-work training materials were stored. | ☐ |
| Improvement measures | Managed the person in charge, deadline, and progress status for each deficiency. | ☐ |
| Proof of completion | Proof such as photos of completed improvement measures, work completion reports, and meeting materials were linked. | ☐ |
| Follow-up confirmation | The completion measures were reconfirmed in the next inspection. | ☐ |
| Access permissions | Access to inspection records was restricted to the necessary personnel. | ☐ |
| Handover | I organized the final version, storage location, and unfinished actions in preparation for a change in person. | ☐ |
Common mistakes
The first mistake is Keeping only meeting minutes and not creating an implementation management table for improvement measures Even if deficiencies were discussed at a meeting, it is difficult to explain whether actual implementation took place if it cannot be verified who took action and by when.
The second mistake is Displaying only “Inspection Complete” You must distinguish which items were checked, what was adequate, and what needed improvement to prevent the same problems from recurring in the next inspection.
The third mistake is Not recording deficiencies It is important to verify whether corrective measures were planned, executed, and confirmed, rather than the fact that deficiencies exist itself. It is better to link deficiencies to the improvement management table rather than hiding them.
The fourth mistake is The scattering of photos or supporting documents If before-and-after improvement photos, training materials, checklists, and meeting minutes are located on different messengers or personal PCs, it is difficult to check them later. It is recommended to group them into folders organized by inspection round.
The fifth mistake is Not managing records related to contracting, services, or entrustment separately Workplaces with subcontractor work must verify records of pre-work consultation, safety training, work permits, site inspections, and corrective measures together.
The sixth mistake is Incomplete actions are not handed over when the person in charge changes The safety and health management system inspection record must include not only completed measures but also items still in progress and items to be verified in the next inspection.
If EAP support is needed
Responding to the Serious Accidents Punishment Act and inspecting the safety and health management system are not areas that an EAP can substitute. Legal verification, risk assessment, on-site corrective measures, management inspections, contractor management, and responses to relevant authorities must be operated in accordance with the workplace's safety and health management system.
However, both employees and managers may experience significant psychological burdens during major accidents, serious incidents, near misses, investigations by relevant authorities, and on-site corrective measures. If an accident has been witnessed, a colleague's injury or death has been experienced, or if anxiety, sleep problems, guilt, or work avoidance arises from responding to repeated accidents, an EAP may be recommended as a supplementary channel.
Especially after an accident, it is advisable to provide safety and health measures and psychological support together rather than separating them.
| division | role |
|---|---|
| Safety and Health Management System | Identification of risk factors, corrective measures, training, inspections, management of legal compliance |
| Management Review | Decision-making regarding budget, personnel, organization, and improvement measures |
| On-site measures | Stop work, eliminate risk factors, and implement measures to prevent recurrence |
| EAP counseling | Psychological burden, anxiety, job stress, and recovery support after an accident |
| Emergency Route | Response to suicide/self-harm suggestions, risk of violence, and immediate safety risks |
EAP guidance text can be used as follows.
You may utilize the EAP counseling channel if you require counseling due to psychological burden, anxiety, sleep problems, or job stress during safety and health inspections, accident response, or investigations by relevant agencies. The EAP does not replace response to the Serious Accidents Punishment Act, risk assessment, on-site safety measures, or legal review; it is a supplementary channel designed to support the psychological well-being of employees.
However, in cases involving suggestions of suicide or self-harm, immediate safety risks, or risks of violence, do not respond solely with general EAP guidance; instead, you must first check emergency channels such as 119, 112, or the suicide prevention hotline 109.
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Frequently Asked Questions
Q1. Is meeting minutes sufficient for the safety and health management system inspection records?
While meeting minutes are important documentation, they are not considered sufficient on their own. It is advisable to keep a checklist showing which items were inspected, a corrective action implementation management sheet for addressing deficiencies, and supporting documents verifying completion.
Q2. Should deficiencies also be recorded?
If you identify deficiencies, it is better to document them in conjunction with corrective measures rather than concealing them. What may be more important than the "inadequacy" itself is whether the company acknowledged it, assigned a person in charge, set a deadline, and carried out follow-up checks.
Q3. Is the record meaningless if management cannot attend in person?
Depending on the workplace situation, there may be various methods, such as attending meetings, reporting, obtaining approval, or giving instructions. What is important is whether safety and health issues and necessary resources are reported to management, and whether decisions or follow-up actions are recorded.
Q4. Do I need to keep photographic evidence as proof as well?
Photos showing the condition before and after improvement can be helpful in practice. However, instead of saving the photos separately, it is advisable to link them to the inspection item and the corrective action taken.
Q5. Is the company required to keep records of safety and health inspections of subcontractors as well?
A review may be necessary depending on the contract, service, or outsourcing structure and the scope of actual control, operation, and management of the workplace. If the subcontractor's work is carried out within the workplace and the company is involved in the working environment or schedule, it is advisable to manage consultative meeting minutes, pre-work safety training, work permits, site inspections, and records of corrective actions together.
Q6. Who is best suited to manage the inspection records?
Even if the safety and health manager handles practical records, they are often connected to the reporting lines of HR, general affairs, facilities, production, purchasing, and management. Therefore, rather than relying solely on a single person in charge, it is advisable to organize storage locations, access rights, standards for the final version, and the status of incomplete actions at the organizational level.
Next step
Under the Serious Accidents Punishment Act, safety and health management system inspection records are not documents created to evade responsibility after an accident, but rather operational records demonstrating whether the organization has consistently identified and improved upon risks.
HR and safety and health managers should first check the following three points.
| Priority check items | Confirmation details |
|---|---|
| Inspection standards | Are the inspection items and frequency of the safety and health management system established? |
| Management of corrective measures | Are the person in charge, deadline, and proof of completion linked for each deficiency? |
| Management Report | Were safety and health issues and necessary resources reported to and reviewed by management, etc.? |
If you wish to coordinate your response to the Serious Accidents Punishment Act, review your safety and health management system, and provide psychological support for members after an accident at the organizational level, consider reviewing the operational methods suitable for your organization through a Nudge EAP implementation consultation.
👉 Go to Nudge EAP Implementation Consultation →
Source and Information
This content is intended for general informational purposes. Specific matters regarding laws, labor, occupational safety and health, response to the Serious Accidents Punishment Act, establishment of safety and health management systems, accident response, mental health, and psychological counseling may vary depending on the workplace situation, the latest laws, and official guidelines; therefore, review by relevant experts or agencies may be necessary. In cases involving indications of suicide or self-harm, immediate safety risks, or risks of violence, do not rely solely on general EAP guidance; instead, prioritize checking emergency channels such as 119, 112, or the Suicide Prevention Hotline 109.
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