ISO 45001 sets requirements for an occupational health and safety management system. At the October 2026 source review, ISO’s catalog identified ISO 45001:2018 as the current edition. ISO catalog.
Use this guide to plan an evidence file that connects people, tasks, instruction and follow-up. The checklists below are practical recommendations, not a reproduction of the standard’s detailed requirements.
- The current edition identified by ISO at this review is ISO 45001:2018.
- As a practical approach, distinguish course attendance, observed task performance and awareness discussions.
- Link each suggested record to a role, task or hazard so its purpose is clear.
- Confirm detailed requirements and your retention schedule before adopting a filing template.
The edition statement comes from the ISO catalog; the remaining points are editorial recommendations.
Start with competence and awareness as separate topics
Migration guidance hosted by ISO/TC 283 maps competence to 7.2, awareness to 7.3 and documented information to 7.5 in ISO 45001:2018. Committee-hosted migration guidance, correspondence tables.
Practical recommendation: Give each topic its own place in your records. For instruction, capture what was covered and when. For a task evaluation, record what the person demonstrated, who observed it and what the observer concluded. For awareness, note what was discussed and whether any questions remain unresolved.
Avoid treating a course title as the entire explanation of a person’s readiness. Instead, write down the task and the decision your reviewer is making. If further coaching is needed, assign a follow-up action rather than using a completed course entry to close that question.
A practical evidence checklist
Use this table as a suggested filing structure. Its fields are editorial recommendations and should be checked against your own requirements before use.
| Evidence to organize | Suggested details | Suggested review question |
|---|---|---|
| Role and task expectations | Person, role, task and relevant procedure | What work is this person expected to perform? |
| Instruction | Topic, date, instructor and supporting material | What instruction was provided? |
| Task evaluation | Observed task, evaluator, date and result | What was demonstrated, and what still needs work? |
| Awareness discussion | Topic, participants, date and unresolved questions | Can the person explain the relevant precautions? |
| Follow-up | Action, owner, target date and review result | Has the identified gap been addressed? |
For a suggested way to organize the overview, see how to build a training matrix. Keep the supporting evidence identifiable from that overview rather than relying on a status label alone.
Connect the evidence to workplace risks
ISO/TC 283 identifies greater awareness of occupational health and safety risks as an outcome of an ISO 45001-based system. Committee overview.
The committee’s FAQ also describes retaining documentation on the methods and criteria used to assess those risks. Committee clarification of 6.1.2.2.
Practical recommendation: Reference the relevant hazard assessment or procedure when planning instruction and awareness discussions. For example, in a hypothetical equipment-change briefing, record the procedure revision discussed and any question requiring a supervisor’s response. Keep that briefing record separate from any later observed task evaluation.
Review the record as a connected file
Practical recommendation: Ask a colleague to follow one person’s record from the role expectation through instruction, evaluation and follow-up. Check that the person, dates, procedure version and reviewer are identifiable. If an attachment cannot be understood without an oral explanation, add the missing context. For more filing suggestions, see audit-ready training records.
Keeping supporting records in TrainGrid
TrainGrid lets permitted users attach a certificate or other file to a training record. Use that attachment for supporting evidence selected under your own recordkeeping process. Assignments and completions guide.