people.workplace-safety-lv·version 1.0.0·draft3 to verify
Keep workplace-safety instruction and records current
The company's risk assessment is current, every employee is instructed and signed for within the year, health checks are scheduled, and all records are archived.
When to use
The yearly cycle for an existing company: review the risk assessment, instruct everyone again, keep the records alive. Not for a new hire's first instruction — that belongs to people.onboard-employee and must happen before the first working day, not at the yearly cycle. Not for an accident — use ops.incident-postmortem; this playbook only records that the incident feeds the risk assessment.
Before you start
- The employee list is current, including anyone who joined or left since last year's round.
- Last year's risk assessment and instruction register are retrievable from the documents module.
- It is decided who counts as "owner" here: the company owner, or a named manager with safety duties.
What a run requires1
- Approval · S4 · ownerthe run stops until a named person records the decision
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail8 steps
Inventory last year's recordsagent
List: date of the current risk assessment, date and signatories of the last instruction round, health-check dates and which employees they cover, dates of equipment or premises inspections.
Done when a one-page inventory exists with a date or "missing" on every line.
Check what changed in the law and in the companyagent
In the legal-corpus module, check for amendments to Latvian workplace-safety rules that touch the company's activities. Walk the workplace (or ask the owner to) and list new equipment, substances, workstations or working arrangements since last year.
Done when a change list exists, each line marked "legal" or "company".
Draft the risk-assessment updateagent
Update only what changed: new hazards, changed measures, removed items. Keep the previous version intact as a separate document.
Done when a draft exists that names what changed and why.
Approve the risk assessmentownerneeds approval · owner
Approval · S4 · owner — the run stops until a named person records the decision
The owner reads the draft, questions any measure, and approves.
Done when the approved version is dated, named with its approver, and stored in the documents module.
Run the instruction roundagent
Brief every current employee on the updated risk assessment and their workplace hazards; collect a dated signature per employee in the instruction register. Employees who joined mid-year and were already instructed at onboarding are marked as such with the onboarding date.
Done when the register shows a signature or a valid earlier date for every person on the employee list.
Schedule health checksagent
For employees whose work requires obligatory health checks, set the next examination date per person. ⚠ verify which roles require them and at what interval — Cabinet of Ministers regulations (likumi.lv).
Done when every covered employee has a next-check date, and bookings or reminders exist for each.
Verify against the listagent
Compare the employee list against: instruction signatures, health-check dates, and any other recurring obligation found in S1. Every gap gets a task with a deadline.
Done when the gap list is empty or every gap has a named task.
Archive and arm next yearagent
Store this year's risk assessment, register and schedules in the documents module under the retention rules the company uses; record the date next year's run must start (before this year's instruction cycle expires).
Done when a next-year trigger or task exists with that date.
Checks — how we know it worked
- The approved risk assessment is dated this cycle and names its approver — read the date back from the
- Instruction register: number of signatures equals number of current employees; each signature is dated
- Every employee requiring a health check has a next date, and none is in the past.
- The previous risk assessment version still exists — the update did not overwrite it.
If it goes wrong
| Symptom | Response |
|---|---|
| An employee cannot be reached for instruction (vacation, leave) | Record them as pending with a deadline before the cycle ends; instruct on their first day back, before work starts. |
| New equipment or premises appeared mid-year | Do not wait for next year — run S3–S5 as an off-cycle update and note the trigger event in the record. |
| A health check is already overdue | The employee does not continue that work until the check is done; book immediately and record the gap and its cause. |
| Last year's signature sheets are missing | Reconstruct what can be reconstructed, mark the gap honestly in the inventory, and move the register into the documents module so it cannot be lost again. |
| The owner disagrees with a proposed measure | Record the objection and the decision in S4; an unapproved draft is never used as the current assessment. |
What each step leaves behind
- S1a one-page inventory exists with a date or "missing" on every line.
- S2a change list exists, each line marked "legal" or "company".
- S3a draft exists that names what changed and why.
- S4the approved version is dated, named with its approver, and stored in the documents module.
- S5the register shows a signature or a valid earlier date for every person on the employee list.
- S6every covered employee has a next-check date, and bookings or reminders exist for each.
- S7the gap list is empty or every gap has a named task.
- S8a next-year trigger or task exists with that date.
Evidence to keep
Inventory from S1 · change list from S2 · approved risk assessment (version, date, approver) · instruction register for this year · health-check schedule per employee · the S7 gap list · the next-year trigger date.
How this playbook improves
After every 2 cycles ask: how long from trigger to approved assessment, and did S4 wait? Did anyone join between cycles and fall outside both onboarding and the yearly round? Did any health check slip past its date? A new version changes the step that caused the wait or the gap, and says so in its change note.
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