Lesson 3.3 · 5 min
Keeping it electronically, accessible and up to date
Open in the coursewith narrated slides, a checklist to tick off and a quiz
At a glance
- Clear and uniform. The document must be clearly laid out, and the documents for one workplace as uniform as possible.
- Plans and sketches are allowed. The documentation may also be graphic, with symbols, plans, layouts and sketches, where that makes sense.
- Digital, but open to everyone entitled. The documentation may be kept electronically. Everyone entitled must have access; otherwise a printout must be available to read.
- Every review goes into the document. When the assessment is reviewed and adjusted, the document must be adjusted too: who, when, for which area.
- Lists may be kept apart. Lists, inspection plans, fire safety rules and evacuation plans may be kept separately if the document refers to them.
In detail
Form
The safety and health document must be clearly laid out, and the documents for one workplace should be as uniform as possible § 1(1) DOK-VO. The documentation may also be graphic where that makes sense, in particular with symbols, plans, layouts and sketches § 1(2) DOK-VO.
Electronic
The documentation may also be kept electronically § 1(3) DOK-VO. It must then be ensured that everyone entitled has access to the documents; if adequate access can't be ensured otherwise, a printout must be available to read.
Updating
When the assessment or the measures are reviewed and adjusted, the document must be adjusted as well § 3 DOK-VO. It must show who carried out the review and adjustment, when, and which area it covers. Lesson 6.1 shows when a review is due.
What may be kept separately
The records under § 2(3) DOK-VO, that is the lists of hazardous substances and of equipment needing inspection with inspection and maintenance plans, the fire safety rules, evacuation plans and explosion protection document, may be kept separately; the document must then refer to them § 2(4) DOK-VO.
In practice: binders, a network drive or software are all allowed. What matters is that the document is complete, everyone entitled can see it, and every review stays traceable with name, date and area.
Checklist
- Our document is clearly laid out and uniform for all workstations.
- Everyone entitled can see it, digitally or as a printout.
- Every review is recorded with name, date and area.
- Separately kept lists and plans are referred to in the document.
Quiz
May the document be kept electronically?
- Only in businesses with more than 50 employees
- Only with a qualified electronic signature
- No, only on paper
- Yes, if everyone entitled has access; otherwise a printout must be available
Show the answer
The answer is D: Yes, if everyone entitled has access; otherwise a printout must be available. § 1(3) DOK-VO allows electronic documentation if everyone entitled has access; otherwise a printout must be available to read.
Sources
This lesson's statements rest on:
Not legal advice. What counts is the Workers Protection Act (ASchG) and its regulations in the Federal Legal Information System (read on 4 October 2026). Rules for areas outside the ASchG, such as agriculture and forestry or the public service, and special rules for particular substances or sectors are not covered. Not an offer of the Labour Inspectorate, the AUVA or the Chamber of Commerce.