Do I always need a workstation record?
Do you work with agency workers or student workers? If so, you've probably already heard of a workstation record. But when is one actually required? Who is responsible for drawing it up? And do you need a new record for every employee? We answer the most frequently asked questions.
What is a workstation record?
A workstation record provides an overview of all the risks and preventive measures associated with a specific workstation. It also includes the occupational requirements, required qualifications and work instructions.
The record is based on the and ensures that all parties involved – the employer, the temporary employment agency, the occupational physician and the employee – have the same information about the role and the associated risks.ℹ️ A workstation is the combination of the workplace, the role and the associated tasks. A warehouse worker in a cold store has a different workstation from a warehouse worker in a distribution warehouse. Although they perform the same role, the work environment and (possibly) the tasks differ, meaning the risks are different too.
Who is required to have a workstation record?
A workstation record is legally required for temporary workers who work at a workstation involving certain health risks and who are therefore subject to health monitoring. This includes agency workers, flexi-job workers and seasonal workers, as well as student workers and interns.
Many organisations also choose to prepare workstation records for other roles. This is not mandatory, but it can help to clearly document all risks and preventive measures. The document is also frequently used as part of the induction process.
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Is a workstation record created per employee or per role?
A workstation record is prepared for each workstation or role, not for each individual employee. However, the workstation record itself is issued in the employee's name. If several employees perform exactly the same role under the same working conditions, you can use the same workstation record, simply replacing the employee's name.
Who prepares the workstation record?
The employer is responsible for the content of the workstation record; they are the "user". The record is based on the workstation risk assessment, taking advice from the internal occupational health and safety service, the occupational physician and, where necessary, the external occupational health and safety service. If there is a Committee for Prevention and Protection at Work, it must also provide advice. The temporary employment agency does not complete the record itself but adds the necessary information, as does the employee.
Do I have to use a standard template?
The law specifies the minimum information that must be included, but you are free to choose the format of the workstation record.
For temporary agency work, there is an official template issued by the Federal Public Service Employment that you may use as a basis if you wish (only in Dutch and French).
Want to know more?
On MyMensura, under Standard Documents, you will find a background document with additional information and practical tips on how to prepare a workstation record correctly. You can also download workstation records that already contain all known information, such as the company role, risks, and more.