With the changes to the Health and Safety Act in Ontario and the ever changing/review of the legislation across the country, Organizations need to reevaluate their Health and Safety Programs to ensure they are up to date.

The internal responsibility system (IRS) is a health and safety philosophy. It is based on the principle that every individual in the workplace is responsible for health and safety. That includes the CEO, executives, management and workers. Giving workplace parties responsibilities and authority is the driving force of an effective health and safety management system (Ontario Definiation).

The Internal Responsibility System (IRS) is a system, within an organization, where everyone has direct responsibility for health and safety as an essential part of their work (Government of Nova Scotia’s Definition).

Internal responsibility system is a phrase often used when referring to the work place and policy health and safety committees or health and safety representative. In reality it goes further, and is actually the collaborative approach taken by an employer and the employees to resolve health and safety concerns in the work place or when performing work activities (Human Resources and Skills Development Canada Definition).

The internal responsibility system is an underlying philosophy of the occupational health and safety legislation in all Canadian jurisdictions. The IRS is the very foundation of health and safety in the workplace, establishing workers and employers responsibility for his or her own safety, for the safety of their co-workers and for development of your Health and Safety Management System for your organization. Although the acts and regulations in your province may not impose or prescribe the steps you must take to comply, it holds employers, supervisors and workers responsible for determining the best practice steps for their operation and industry to ensure health and safety of all workers in the workplace.

Across provinces there are similarities in legislative requirements for Occupational Health and Safety; for example, the rights and responsibilities of workers, responsibilities of employers, supervisors, etc. are similar in all the jurisdictions across Canada and in the United States. Occupational Health and Safety legislation and how the laws are enforced however will vary from one province or state to another. It is therefore imperative that you understand your province or state’s legal requirements in compliance with OH&S Legislation in your area.

In developing your IRS processes, procedures and overall Management System, here are a few tips to ease the burden using the PDRC Method (Plan, Do, Check & Review):

1. The Planning Stage:
This is the most critical stage in the process. Document all steps in the process development of your Health and Safety Management System (HSMS), Processes and Procedures; always getting the approval of senior management (owner, president or CEO of the company).

2. The Do Stage:
a) During this stage in the process you will establish policy, procedures, protocols and training; establishing timelines, strategy and performance measures.

b) Establish your management system processes, procedures and check systems.
By establishing your HSMS philosophy in everything you do, you will increase productivity, reduce costs and build a sustainable, reliable and cohesive workplace and above all a healthy safe workplace.

3. The Check Stage:
During this stage in the process you will audit/check the system to ensure it is functioning properly: efficiently and effectively.

4. The Review and Change Stage:
The review and change stage creates the cyclical nature of the H&S Management System. It is critical that you review and update procedures, policies, and training; establishing new system procedures with additions and changes to the operations of your business minimally annually but more frequently as changes occur in the organization.