26 Feb Master Files
Master Files must be set up for all modules in Hasmate. To keep Hasmate flexible for all its clients, most Master Files are not set up for you, which allows you to set them up to meet your needs. If you have any questions about a particular Master File, and how it affects your business, please contact us.
| Business Levels | Employee | Contractor | Hazard |
| Training | Chemical | Incident | Repairs and Maintenance |
| Miscellaneous Type | Location Type | Compliance Type | Location |
| Authority | Assessment | Template Type | Frequency |
Master Files / Business Levels
- Business Level 1/Division etc
If you can’t see this on your navigation, then you haven’t set up Business Level 1 in Controls – click here.
This should be the biggest division in your business.
E.g. if you have multiple businesses, each one would be setup here – e.g. ABC Ltd Auckland, ABC Ltd Tauranga.
For more information about business levels, please click here.
- Business Level 2/Branch etc
If you can’t see this on your navigation, then you haven’t set up Business Level 2 in Controls – click here.
This should be how each of your Business Level 1s break down. Each Business Level 2 is connected to Business Level 1.
E.g. if ABC Ltd Auckland is one of your Level 1’s, then the Level 2s could be Office, Workshop, etc.
For more information about business levels, please click here.
- Business Level 3/Department etc
If you can’t see this on your navigation, then you haven’t set up Business Level 3 in Controls – click here. Same as above. You may not always use Business Level 3 – for smaller businesses.
For more information about business levels, please click here.
Master Files / Employee
- Gender (this is now set up by default)
Male, Female, Gender Diverse
- Employment Status (this is now set up by default)
Examples – full time, part time, etc
- Job Title (some are now set up by default)
Examples – Human Resources Manager, Foreman, Storeman, etc
- PPE Item (Personal Protective Equipment) (some are now set up by default)
Examples – eye protection, helmets, gloves, boots, etc
- Other Detail Type
This is used for information that needs to be secure and locked away in order to comply with the Privacy Act 1993. This could be used for a pre-employment medical check, health monitoring test, drug test, etc.
- Shift
Examples – day, afternoon, night
Master Files / Contractor
- Business Category
The service that your contractor is committed to do for you – e.g. plumbing, building, etc
- Contractor Type (this is now set up by default)
Contractor or Supplier
- Service
The supplier of a supporting service to your business – e.g. photocopier support, computer backup, nurse, courier, health and safety consultant, accountant, solicitor, etc.
- Audit Type
Examples – this could be a WorkSafe NZ audit, an ACC WSMP audit, ISO9001 audit, insurance assessment, food safety audit, council site inspection, etc.
Master Files / Hazard
- Hazard Minimise Type (this is now set up by default).
It is recommended that your hazard control method is considered in this order of priority:- Substitution – replacing something with something else
- Isolation – preventing others from accessing the hazard
- Engineering – guarding or redesigning the hazard
- Administration – change of work pattern/procedures/information
- PPE – introduce gloves or other PPE to the situation
This terminology is internationally recognised risk management methodology.
Note – elimination of a risk/hazard must always be the first priority.
- Hazard Category (this is now set up by default)
Access factors / Animal factors / Biological factors / Chemical factors / Human factors / Environmental factors / Equipment factors / Ergonomic factors / Injury related / Near Miss / Power/energy source / Psychological factors
This is not an exclusive list, but generally accepted.
Master Files / Training
- Training Provider
This is the names of the companies that train your staff. Not the individual trainer’s names as they will change all the time.
- Training Result (this is now set up by default)
Approved / Attended / Certification / Competent / Degree / Learner / Licenced / Qualified / Registered / Registered trainer / Trainer (if you have an inhouse company trainer, make sure he is noted down as the trainer against the individual training item/module that he/she is qualified or recognized to train in).
Master Files / Chemical
- Chemical Type (this is now set up by default)
Gas, liquid, solid
This should also include other options that are appropriate for hazardous waste – e.g. flammable waste, corrosive waste, etc – these are not set up by default.
- Chemical Hazard Classification
This information can be sourced from the SDS (Safety Data Sheet – obtained from the chemical supplier) for the chemical.
Master Files / Incident
- Agency (Cause)
Band saw, tripping etc. You’ll add to this as incidents happen.
- Mechanism (Effect)
Falls & trips / inattention / sound or pressure / uneven ground / unsuitable apparatus / etc.
- Body Part
Arm / leg / foot / etc.
- Injury Category (this is now set up by default)
LTI (lost time incident) / notifiable incident / notifiable injury and illness / serious infection / death
- Injury Nature (this is now set up by default)
Amputation of any body part / Bruising / Crushing / Cut to head or body parts / Death / Eye injury / Injury or illness that requires (or would usually require) immediate hospital admittance / Injury or illness that requires (or would usually require) medical treatment within 48 hours of exposure to a substance / Loss of bodily functions / Minor abrasion / Other injury or illness declared notifiable by regulations / Separation of skin from underlying tissue (scalping or degloving) / Serious burn / Serious eye injury / Serious head injury / Serious infection (including occupational zoonosis) / Serious lacerations – an incident that requires stitches (e.g. cut tendons, ligament, nerves) / Small cut/s / Spinal injury / Strains and sprains
- Injury Treatment (this is now set up by default)
Doctor only / first aid / hospital emergency / hospitalization / none
- Incident Type (this is now set up by default)
Accident / equipment damage / illness / near miss / property damage / serious harm / vehicle damage
- Employment Period (this is now set up by default)
1-2 years / 2-3 years / 3-4 years / 4-5 years / 5 years and over / 6 months – 1 year / less than 6 months
These terms have come from the WorkSafe NZ Serious Harm Notifcation form. For more information on incident reporting, please contact us.
Master Files / Repairs and Maintenance
Check paint work / general repairs / grease and oil change / hydraulic repairs / new window / etc.
Master Files / Miscellaneous Type
This is for anything that doesn’t fit in other sections of the Hasmate program.
Actions from job review / administration / audit – ISO 9001 / internal audit / customer complaint / company key issued / vehicle use / cell phone / lap top / employee situations e.g. absentees, late for work, etc.
Master Files / Location Type
Indoors / outdoors
Master Files / Compliance Type
This is specific to the type of industry and the regulation/s that covers their particular industry, e.g. bakers = food hygiene, building = qualifications to carry out certain parts of the house build, gasfitters = gas fitting certification, etc.
Master Files / Location
Admin office / factory / loading bay / workshop / etc.
Master Files / Authority
WorkSafeNZ / City Council / Regional Council / etc.
Master Files / Assessment
This is for assessing Potential Risk (this is now set up by default).
Master Files / Template Type
ISO audit / H&S Audit papers or forms, etc
Master Files / Frequency
This is how often the situation/event occurs.