- The inspection package starts with the written WVPP, not a policy memo or generic template.
- The strongest packet ties each required record to a worksite, date, owner, and next review date.
- Employee-requested records must be made available within 15 calendar days.
- Training records are kept at least one year; violent incident logs and hazard/incident records are generally kept five years.
- The best checklist is not a one-time audit. It becomes a monthly operating routine.
The one-page inspection checklist
| Record | Ready if... | Red flag |
|---|---|---|
| Written WVPP | Site-specific, current, names responsible roles, includes required procedures. | Template language with no worksite hazards or owners. |
| Employee involvement | Meeting notes, survey results, comments, or other dated evidence exist. | No record of employee participation. |
| Training records | Dates, content summary, trainer qualifications, attendees, and job titles are present. | Only a sign-in sheet or LMS completion count. |
| Violent incident log | Every threat or violent incident is recorded without personal identifying information. | Incidents in emails or HR files never reached the log. |
| Hazard assessment | Initial, periodic, post-incident, and new-hazard reviews are dated. | No assessment after a new shift, layout, or incident. |
| Hazard correction | Each hazard has an owner, correction action, and completion date. | Hazards identified but never closed. |
| Incident investigation | Separate confidential records explain what happened and what changed. | The public log contains names or medical details. |
| Annual review | Plan review date, reviewers, changes, and next due date are visible. | Plan launched once and was never reviewed. |
| Export packet | Records can be produced quickly by worksite and date range. | Records live across emails, paper binders, and one manager's laptop. |
Before an inspection: 30-minute self-check
- Open the plan. Confirm it names the current responsible person and actual worksite.
- Pick three employees. Can you find their latest SB 553 training record and job title?
- Pick one incident or near miss. Does the log exist, and did a hazard correction or review follow?
- Check the annual review date. If it is missing, stale, or undocumented, fix that before chasing polish.
- Run a record export. If it takes more than a few minutes to assemble the packet, the workflow is fragile.
Employee record request checklist
SB 553 is not only about Cal/OSHA inspections. Employees and their representatives can request certain records, and the statute gives employers 15 calendar days to make them available. Keep this packet ready:
- The written workplace violence prevention plan.
- Training records relevant to the request.
- The violent incident log, with personal identifying information excluded.
- Hazard identification, evaluation, and correction records.
Primary sources
- California Labor Code Section 6401.9 - plan, training, incident log, recordkeeping, and access requirements.
- Cal/OSHA Workplace Violence Prevention for General Industry - overview of employer duties.
- Cal/OSHA employer fact sheet - summary of required WVPP elements.
Frequently asked questions
Is this the same as the written WVPP?
No. The checklist audits the records around the plan. The written WVPP is still required.
What is the most common weak spot?
Training records and hazard correction records. Employers often have a plan, but cannot prove the plan was trained, reviewed, and used after incidents.
Should we print the packet?
Keep a printable/exportable packet, but do not rely only on paper. Searchable records are easier to update and produce by date range.
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This article is general information, not legal advice. SB553Ready is software, not a law firm.