J09 Records Retention

Law. Occupational Health and Safety Regulation, ss. 3.3, 3.19, 3.27, 4.9, 5.59, 7.9 and 9.16 (Occupational Health and Safety Regulation [BC], 2026, ss. 3.3, 3.19, 3.27, 4.9, 5.59, 7.9, 9.16); Workers Compensation Act, s. 43 (Workers Compensation Act [BC], 2019, s. 43); Freedom of Information and Protection of Privacy Act, s. 31 (Freedom of Information and Protection of Privacy Act [BC], 1996, s. 31).

What must be covered.

• General duty. The formal OHS program must include the maintenance of records and statistics, available to the committee, workers or union, and on request to an officer (Occupational Health and Safety Regulation [BC], 2026, s. 3.3(f)).
• Retention periods.
  • First aid records: three years (s. 3.19).
  • Committee meeting reports: two years (Workers Compensation Act [BC], 2019, s. 43).
  • Committee member training records: until two years after the member leaves (Occupational Health and Safety Regulation [BC], 2026, s. 3.27(9)).
  • Confined space entry permits: one year (s. 9.16).
  • Equipment inspection and maintenance records: for the service life of the equipment (s. 4.9(3)), which captures SCBA, cylinders and aerial devices.
  • Personal information used to make a decision about an individual: at least one year (FOIPPA s. 31).
• Exposure and health records. Records of investigations into symptoms of overexposure: at least 10 years (Occupational Health and Safety Regulation [BC], 2026, s. 5.59(3)). Hearing test records: for the duration of employment, kept confidential (s. 7.9).

Fire-service nuance.

• No smoke exposure rule. Nothing in the Regulation sets a period for a firefighter’s record of fire-scene exposure, yet the presumptions require “regular exposure to the hazards of a fire scene” over years of service; keep those records under this system’s longer policy period.
• Equipment life. SCBA and cylinder records follow the equipment for its whole service life, which can be 15 years for a composite cylinder.

Status. Verified against the official text on 2026-10-23 (Regulation consolidated to 2026-10-20; Act and FOIPPA to 2026-10-13).

Law. Occupational Health and Safety Act, s. 33(7) (Occupational Health and Safety Act [AB], 2020, s. 33); Occupational Health and Safety Code, ss. 20, 40, 46, 58, 183, 198, 220 and 223 (Occupational Health and Safety Code [AB], 2025, ss. 20, 40, 46, 58, 183, 198, 220, 223); Protection of Privacy Act, s. 6 (Protection of Privacy Act [AB], 2024, s. 6).

What must be covered.

• General duty. A program is required at 20 or more workers, but no list of program contents or general records duty is set; retention is item by item.
• Retention periods.
  • Incident investigation reports: at least two years (Occupational Health and Safety Act [AB], 2020, s. 33(7)).
  • Injury and first aid records: three years (Occupational Health and Safety Code [AB], 2025, s. 183(3)).
  • Confined space entry records: one year, or two years if an incident occurred (s. 58).
  • Special committee meeting minutes: two years (s. 198(2)).
  • Training records must be kept (for example s. 46(2)), with no period set.
  • Personal information used for a decision: at least one year (Protection of Privacy Act [AB], 2024, s. 6).
• Exposure and health records.
  • Airborne contaminant measurements: three years (Occupational Health and Safety Code [AB], 2025, s. 20(4)).
  • Noise assessments: three years (s. 220(2)).
  • Audiometric results: 10 years when held by the physician, aggregate data two years when held by the employer (s. 223(7)).
  • Health assessments for asbestos, silica, coal dust and lead workers: 30 years (s. 40(4)).

Fire-service nuance.

• No fire smoke rule. No retention rule covers firefighter exposure to fire smoke, while the cancer presumption needs regular fire-scene exposure “throughout” the minimum period; keep exposure and attendance records under this system’s longer policy period.
• Two-year investigation minimum. Keep investigation reports longer than two years if they record a member’s exposure or injury that could support a later claim.

Status. Verified against the official text on 2026-10-23 (Act consolidated to 2025-06-11; Code to 2025-03-31; Protection of Privacy Act to 2025-12-11).

Law. The Occupational Health and Safety Regulations, 2020, ss. 5-8, 7-3, 8-3, 20-4, 20-15, 32-4, 32-7 and 32-8 (The Occupational Health and Safety Regulations, 2020 [SK], 2021, ss. 5-8, 7-3, 8-3, 20-15, 32-4, 32-7, 32-8).

What must be covered.

• General duty. No general records duty or default period; retention is item by item, and committee minutes have no retention period (s. 4-5).
• Retention periods.
  • First aid register: five years (s. 5-8).
  • Diver log: five years (s. 20-15); diver medical certificate during employment (s. 20-4).
  • Firefighter training, apparatus inspection and repair records must be kept (ss. 32-4(1)(c), 32-7(c), 32-8(b)), with no period stated.
• Exposure and health records.
  • Respirator fit-test, assessment and training records and SCBA maintenance records: for the duration of employment (s. 7-3(5), (7)); personal health information in respirator assessment records may not be disclosed without consent (s. 7-3(6)).
  • Noise measurements: as long as the employer operates in Saskatchewan (s. 8-3(3)).

Fire-service nuance.

• Firefighter records with no end date. The firefighter Part requires training, inspection and repair records but sets no period; adopt this system’s periods and keep training records permanently, since they are evidence of competence and of service years.
• Exposure records. The compensation board’s prevention partner advises firefighters to keep personal exposure records to support claims (secondary); the department’s records should do this for them.

Status. Verified against the official text on 2026-10-23 (regulations last updated 2021-04-01).

Law. Workplace Safety and Health Regulation, ss. 2.10, 3.7, 5.7, 12.5, 36.6 and 37.4 (Workplace Safety and Health Regulation [MB], 2026, ss. 2.10, 3.7, 5.7, 12.5, 36.6, 37.4); The Fires Prevention and Emergency Response Act, s. 21 (The Fires Prevention and Emergency Response Act [MB], 2026, s. 21); The Freedom of Information and Protection of Privacy Act, s. 40 (The Freedom of Information and Protection of Privacy Act [MB], 2026, s. 40); The Personal Health Information Act, s. 17 (The Personal Health Information Act [MB], 2026, s. 17).

What must be covered.

• Default. Any record the Regulation requires is kept for five years unless another period applies (s. 2.10). This captures the firefighter training record (s. 42.3) and orientation records.
• Other periods.
  • Committee minutes: 10 years (s. 3.7).
  • Injury and illness records: five years (s. 5.7).
  • Fire safety inspection records: seven years (FPERA s. 21(2)(c)).
  • Personal information and personal health information: written retention and destruction policies are required (FIPPA s. 40; PHIA s. 17).
• Exposure and health records.
  • Chemical and biological exposure monitoring records: 30 years (Workplace Safety and Health Regulation [MB], 2026, s. 36.6(5)).
  • Asbestos inventory and inspection records: 30 years (s. 37.4).
  • Audiometric records: 10 years (s. 12.5(2)(c)).

Fire-service nuance.

• Five years is too short for presumptions. The default would let training and attendance records go after five years; the cancer presumption needs cumulative service measured over decades. Keep service and training records permanently.
• Fire smoke. No rule names firefighter smoke exposure; exposure records kept under s. 36.6 for a measured chemical exposure are a 30-year precedent the department can follow by policy.

Status. Verified against the official text on 2026-10-23 (Regulation and fire Act consolidated to 2026-10-20; FIPPA and PHIA current versions read).

Law. Occupational Health and Safety Act, s. 26(1)(c)-(d) (Occupational Health and Safety Act [ON], 1990, s. 26); O. Reg. 420/21, s. 6 (Notices and Reports under Sections 51 to 53.1 of the Act: Fatalities, Critical Injuries, Occupational Illnesses and Other Incidents [ON], 2026, s. 6); O. Reg. 714/94, s. 6 (Firefighters: Protective Equipment [ON], 2026, s. 6); O. Reg. 632/05 (Confined Spaces [ON], 2026); O. Reg. 297/13, s. 4 (Occupational Health and Safety Awareness and Training [ON], 2026, s. 4); R.R.O. 1990, Reg. 823, s. 5 (General (R.R.O. 1990, Reg. 823) [ON], 2026, s. 5); R.R.O. 1990, Reg. 1101, s. 5 (First Aid Requirements [ON], 2026, s. 5).

What must be covered.

• General duty. The program’s contents are not prescribed, so there is no general records duty; the employer must keep records of the handling, storage, use and disposal of biological, chemical or physical agents, and of workers’ exposure to them, “as prescribed”, and make exposure records available to the worker (s. 26(1)(c)-(d)).
• Retention periods.
  • Notices and reports of deaths, injuries and illnesses: at least three years (Notices and Reports under Sections 51 to 53.1 of the Act: Fatalities, Critical Injuries, Occupational Illnesses and Other Incidents [ON], 2026, s. 6).
  • Aerial device service records: for the life of the device (Firefighters: Protective Equipment [ON], 2026, s. 6(7)).
  • Confined space records: the longer of one year or the two most recent (O. Reg. 632/05).
  • Awareness training records: proof of training on request, up to six months after the worker leaves (Occupational Health and Safety Awareness and Training [ON], 2026, s. 4).
  • First aid treatment records must be kept (First Aid Requirements [ON], 2026, s. 5), with no period stated.
  • Personal information that has been used: the shorter of one year after use or the period in a municipal bylaw or resolution (General (R.R.O. 1990, Reg. 823) [ON], 2026, s. 5).
• Exposure and health records. No general rule for firefighter exposure or medical records was found.

Fire-service nuance.

• Permanent service records. The presumptions run on total years of service, volunteer years included, and on smoking history for lung cancer; keep service, exposure and tobacco-history attestations permanently (this system’s recommendation).
• Bylaw periods. Check that the municipal records bylaw does not set a short period for personal information that includes exposure or attendance records.

Status. Verified against the official text on 2026-10-23 (Act and regulations consolidated to 2026-10-20). The confined space record section is not confirmed.

Law. Regulation respecting occupational health and safety, ss. 48 and 307 (Regulation respecting occupational health and safety [QC], 2026, ss. 48, 307); Regulation respecting prevention and participation mechanisms in an establishment, s. 29 (Regulation respecting prevention and participation mechanisms in an establishment [QC], 2026, s. 29); Act respecting labour standards, s. 81.19 (Act respecting labour standards [QC], 2026, s. 81.19); Act respecting Access to documents held by public bodies and the Protection of personal information, s. 73 (Act respecting Access to documents held by public bodies and the Protection of personal information [QC], 2026, s. 73).

What must be covered.

• General duty. No general records duty or default period; retention is item by item.
• Retention periods.
  • Committee minutes: five years (r. 8.3 s. 29).
  • Confined space readings: a register, with non-compliant entries kept five years (Regulation respecting occupational health and safety [QC], 2026, s. 307).
  • Documents of a harassment complaint file: at least two years (Act respecting labour standards [QC], 2026, s. 81.19).
  • Personal information: destroyed or anonymized once its purpose is achieved, subject to the retention calendars made under the Archives Act (Act respecting Access to documents held by public bodies and the Protection of personal information [QC], 2026, s. 73).
• Exposure and health records. Breathing-air analyses and compressor maintenance records: five years (Regulation respecting occupational health and safety [QC], 2026, s. 48). No firefighter exposure-record rule was found.

Fire-service nuance.

• Retention calendars. A municipal fire service’s records follow the municipality’s retention calendar; make sure it gives exposure, medical and service records a long period, because the Access Act’s destruction rule applies once the purpose is achieved, and a future compensation claim is a continuing purpose.

Status. Verified against the official text on 2026-10-23 (regulations consolidated to 2026-07-01; Acts to 2026-08-12).

Law. Occupational Health and Safety Act, ss. 8.1(1)(f), 8.2(5) and 14(10) (Occupational Health and Safety Act [NB], 1983, ss. 8.1-8.2, 14); General Regulation 91-191, ss. 29.3, 262.01, 298.6 and 305 (General Regulation: Occupational Health and Safety Act [NB], 2026, ss. 29.3, 262.01, 298.6, 305); First Aid Regulation 2004-130, s. 10 (First Aid Regulation: Occupational Health and Safety Act [NB], 2023, s. 10).

What must be covered.

• General duty. The written program, required at 20 or more employees, must include a records system for training, accident statistics, procedures, inspections, maintenance and investigations (s. 8.1(1)(f)).
• Retention periods.
  • Orientation and training records: at least three years (s. 8.2(5)).
  • Committee minutes: three years, produced to the Commission on request (s. 14(10)).
  • Confined space codes of practice and calibration logs: two years (General Regulation: Occupational Health and Safety Act [NB], 2026, s. 262.01(8)).
  • First aid treatment records: three years (First Aid Regulation: Occupational Health and Safety Act [NB], 2023, s. 10(3)).
  • Diver logs: five years (General Regulation: Occupational Health and Safety Act [NB], 2026, s. 305).
  • X-ray worker records: three years after employment ends (s. 298.6).
• Exposure and health records. Hearing test results: for the duration of employment (General Regulation: Occupational Health and Safety Act [NB], 2026, s. 29.3). No rule was found for firefighter exposure or medical records.

Fire-service nuance.

• Three years for training is too short. Training records are evidence of competence and service years for the Firefighters’ Compensation Act presumptions; keep them permanently.

Status. Verified against the official text on 2026-10-23 (Act consolidated to 2024-06-07; Regulation to 2026-06-30; First Aid Regulation to 2023-08-09).

Law. Occupational Health and Safety Act, s. 28(2)(h) (Occupational Health and Safety Act [NS], 1996, s. 28); Occupational Safety General Regulations, s. 8 (Occupational Safety General Regulations [NS], 2025, s. 8); Workplace Health and Safety Regulations, ss. 1.15 and 4.14 (Workplace Health and Safety Regulations [NS], 2025, ss. 1.15, 4.14); Fire Safety Regulations (Fire Safety Regulations [NS], 2025).

What must be covered.

• General duty. The written program must provide for “the maintenance of records and statistics, including reports of occupational health and safety inspections and investigations”, available to the persons entitled to them (s. 28(2)(h)).
• Default. Records the general regulations require are kept five years, with shorter periods for some items (Occupational Safety General Regulations [NS], 2025, s. 8). Committee minutes, training records and inspection reports fall under this default.
• Other periods.
  • Equipment inspection and maintenance records under the workplace regulations: two years (Workplace Health and Safety Regulations [NS], 2025, s. 1.15).
  • A written first aid record for every treatment (s. 4.14); its period is not confirmed.
  • Fire Safety Regulations records for chief fire wardens and lightning protection: seven years.
• Exposure and health records. No period was found for exposure, health surveillance, audiometric or medical records.

Fire-service nuance.

• The 20 per cent participation record. A volunteer’s presumption depends on yearly participation confirmed by the chief, so participation reports must be kept permanently, not for the 5-year default (J11 Volunteer Firefighters).
• This system’s periods. This system sets five years as the floor, seven years for fire code records, and the member’s service plus 30 years for exposure records until a Nova Scotia rule is confirmed.

Status. Partly verified. The default and equipment periods were read in the regulations on 2026-10-22; the Act’s official consolidation could not be reached, and no exposure or audiometric period was found.

Law. Occupational Health and Safety Act, s. 23(3)(h) (Occupational Health and Safety Act [PE], 1988, s. 23); General Regulations, ss. 8.10, 9.10, 45.4.2, 49.7 and 49.26 (Occupational Health and Safety Act General Regulations [PE], 2025, ss. 8.10, 9.10, 45.4.2, 49.7, 49.26); Fall Protection Regulations, s. 2.1 (Occupational Health and Safety Act Fall Protection Regulations [PE], 2021, s. 2.1).

What must be covered.

• General duty. The program must include “the maintenance of records and statistics, including reports of occupational health and safety inspections and investigations”, available to persons entitled to them (s. 23(3)(h)); the results of a harassment investigation are not such a report (s. 23(5)).
• Retention periods.
  • First aid treatment records: three years (Occupational Health and Safety Act General Regulations [PE], 2025, s. 9.10(2)).
  • Fall protection training records: employment plus two years (Occupational Health and Safety Act Fall Protection Regulations [PE], 2021, s. 2.1(2)).
  • Inflatable personal flotation device inspection records: life of the device (s. 45.4.2).
• Exposure and health records.
  • Hearing test results: for the duration of employment, kept confidential (s. 8.10).
  • Asbestos exposure monitoring and asbestos worker records: 40 years or more (ss. 49.7(2), 49.26(2)).
  • No rule covers firefighter exposure, training or medical records.

Fire-service nuance.

• Service records for the WCB. The WCB may ask for service records to support a presumptive cancer claim; keep membership and response records permanently (J11 Volunteer Firefighters).

Status. Verified against the official text on 2026-10-23 (Act consolidated to 2023-08-01; General Regulations to 2025-01-01; Fall Protection Regulations to 2021-03-06).

Law. Occupational Health and Safety Regulations, 2012, ss. 12, 39, 43, 68 and 512 (Occupational Health and Safety Regulations, 2012 [NL], 2026, ss. 12, 39, 43, 68, 512); OHS First Aid Regulations, s. 10 (Occupational Health and Safety First Aid Regulations [NL], 2020, s. 10); Access to Information and Protection of Privacy Act, 2015, s. 65 (Access to Information and Protection of Privacy Act, 2015 [NL], 2015, s. 65).

What must be covered.

• General duty. The written program, required at 20 or more workers, must include records and statistics, including committee minutes and inspection and investigation reports (Occupational Health and Safety Regulations, 2012 [NL], 2026, s. 12(1)).
• Retention periods.
  • Emergency drill records: five years (s. 39(3)).
  • First aid register: five years (Occupational Health and Safety First Aid Regulations [NL], 2020, s. 10(3)).
  • Confined space assessment records: kept and provided on request (s. 512), with no period stated.
  • Personal information used in a decision: at least one year (ATIPPA s. 65(1)).
• Exposure and health records.
  • Health surveillance records: “for a period of time specified by the minister” (s. 43(8)).
  • Hearing conservation records: while the worker is employed (s. 68(4)).
  • No statutory period was found for firefighter exposure or training records.

Fire-service nuance.

• The employer reports fire scenes. For a presumptive claim the employer must report the number of fire scenes a member attended and their years of service, so those records have to exist for the whole of a career (J11 Volunteer Firefighters).

Status. Verified against the official text on 2026-10-23 (Regulations consolidated to 2026-09-24; First Aid Regulations to NLR 68/20; ATIPPA to 2026).

Law. Workplace Health and Safety Regulations, ss. 1.06.01, 1.33, 2.09, 11.14 and 18.14 (Workplace Health and Safety Regulations [YT], 2022, ss. 1.06.01, 1.33, 2.09, 11.14, 18.14); Workplace Health Regulations, s. 6(6) (Workplace Health Regulations [YT], 2026, s. 6); Commercial Diving Regulations, s. 5 (Commercial Diving Regulations [YT], 2026, s. 5); Workers’ Safety and Compensation Act, s. 27 (Workers’ Safety and Compensation Act [YT], 2021, s. 27).

What must be covered.

• General duty. No general records duty or default period; retention is item by item.
• Retention periods.
  • First aid records: three years (s. 18.14).
  • Confined space permits: one year (s. 2.09(5)).
  • SCBA and cylinder records: kept as NFPA 1981 requires (s. 11.14(4)).
  • Diver logbooks: two years (Commercial Diving Regulations [YT], 2026, s. 5).
  • Training records (s. 1.06.01(2); Workers’ Safety and Compensation Act [YT], 2021, s. 27(2)(b)) and fit-test records (s. 1.33): no period set.
• Exposure and health records. Audiometric records: for the length of employment (Workplace Health Regulations [YT], 2026, s. 6(6)). No exposure-record rule was found.

Fire-service nuance.

• NFPA editions have moved. The firefighting Part ties SCBA records to NFPA 1981, which NFPA has folded into NFPA 1970; confirm with the board which edition now governs.

Status. Verified against the official text on 2026-10-23 (Regulations Parts 1, 2, 11 and 18 read in the board’s rendering and the Part 11 consolidation to 2022-09-30; Act as amended to SY 2024, c. 6). The diver logbook period comes from the board’s rendering of the diving regulations.

Law. Occupational Health and Safety Regulations, ss. 10, 20, 63, 91, 114, 318, 479, 482 and 483 (Occupational Health and Safety Regulations [NT], 2024, ss. 10, 20, 63, 91, 114, 318, 479, 482-483).

What must be covered.

• General duty. No general records duty or default period; retention is item by item.
• Retention periods.
  • First aid register: three years (s. 63).
  • Firefighter training records (s. 479) and vehicle inspection and repair records at the work site (ss. 482-483): no period stated.
• Exposure and health records.
  • Personal medical information, including biological monitoring results, is confidential (ss. 10, 20).
  • Respirator fit-test, assessment and training records: while the worker is employed (s. 91(5)).
  • Noise records: while the employer operates in the territory (s. 114(3)).
  • An exposure-incident report for listed substances is given to the exposed workers (s. 318).
  • No general retention period for exposure records was found.

Fire-service nuance.

• Exposures reported to the WSCC. Exposures to hazardous substances are reportable events for compensation, so the department’s exposure log and the WSCC record should match (J08 Incident Reporting and Investigation).
• From 2027-01-01. The cancer presumption will need only two years of service; keep service and exposure records from a member’s first day.

Status. Verified against the official text on 2026-10-23 (Regulations consolidated to 2024-09-26).

Law. Occupational Health and Safety Regulations, ss. 10, 63, 91, 318, 479, 482 and 483 (Occupational Health and Safety Regulations [NU], 2021, ss. 10, 63, 91, 318, 479, 482-483).

What must be covered.

• Same rules as the Northwest Territories, in identical sections. Medical confidentiality (s. 10); respirator records while employed (s. 91(5)); first aid register three years (s. 63); firefighter training and vehicle records (ss. 479, 482-483); exposure-incident reports to exposed workers (s. 318).

Fire-service nuance.

• As in the Northwest Territories, no general exposure-record period exists; adopt this system’s periods.

Status. Verified against the official text on 2026-10-23 (official consolidation 2021-09-28 with the 2025 amendments).

Law. Canada Occupational Health and Safety Regulations, ss. 7.3, 10.6, 10.15, 11.13, 12.21, 15.11, 16.13 and 19.8 (Canada Occupational Health and Safety Regulations [CA], 2026, ss. 7.3, 10.6, 10.15, 11.13, 12.21, 15.11, 16.13, 19.8); Work Place Harassment and Violence Prevention Regulations, s. 35 (Work Place Harassment and Violence Prevention Regulations [CA], 2026, s. 35); Policy Committees, Work Place Committees and Health and Safety Representatives Regulations, s. 8 (Policy Committees, Work Place Committees and Health and Safety Representatives Regulations [CA], 2026, s. 8); Canadian Aviation Regulations, ss. 303.16 and 303.18 (Canadian Aviation Regulations [CA], 2026, ss. 303.16, 303.18).

What must be covered.

• Retention periods.
  • Hazardous occurrence records: 10 years (Canada Occupational Health and Safety Regulations [CA], 2026, s. 15.11).
  • Noise investigation reports: 10 years (s. 7.3(6)).
  • Confined space reports: 10 years, or two years for compliant verifications (s. 11.13).
  • WHMIS training records: two years after the employee’s exposure ends (s. 10.15).
  • PPE records: two years after the item is removed from service (s. 12.21).
  • First aid records: two years (s. 16.13).
  • Hazard prevention program evaluation reports: six years (s. 19.8).
  • Harassment and violence records: 10 years (WHVPR s. 35).
  • Committee minutes: two years (Policy Committees, Work Place Committees and Health and Safety Representatives Regulations [CA], 2026, s. 8).
  • Airport firefighter training records: three years after the firefighter leaves (CARs s. 303.16); response-test records: two years (s. 303.18(5)).
• Exposure and health records. Hazardous substance investigation reports: 30 years (Canada Occupational Health and Safety Regulations [CA], 2026, s. 10.6). From 2027-01-30, hazardous substance records and air-sampling records are also kept 30 years (Canada Occupational Health and Safety Regulations [CA], 2026, as amended by SOR/2026-10, not yet in force).

Fire-service nuance.

• The longest federal clock is for hazardous substances. A federal fire service’s records of smoke and chemical exposure are best kept with the 30-year substance records, not the 2-year PPE or first aid records.

Status. Verified against the official text on 2026-10-23 (all instruments consolidated to 2026-09-30, including the not-yet-in-force SOR/2026-10 amendments).