A strong Occupational Health and Safety Management System, OHSMS, is the foundation of every safe and compliant workplace in Canada. Whether you operate in construction, industrial services, mining, energy, or government environments, your OHSMS defines how safety is planned, communicated, monitored, and continuously improved.

Many companies understand the importance of having an OHSMS, but fewer understand its required elements or how to manage it efficiently. Here is a clear, practical breakdown of the essential elements of an OHSMS and how digital tools like Wombat Safety Software, supported by Irwin’s Safety, help organizations put these elements into action.

1. Safety Policy and Commitment

Every OHSMS begins with a clear safety policy. This document outlines the company’s commitment to protecting workers, meeting legislation, and promoting a culture of safety.

A strong policy sets expectations for leadership, supervisors, and employees, and it guides every other part of the system.

2. Roles, Responsibilities, and Accountability

An effective OHSMS clearly defines who is responsible for what.
This includes:
• Employer responsibility
• Supervisor responsibility
• Worker responsibility
• Joint Health and Safety Committee roles
• Contractor expectations

Clear accountability ensures that safety is not vague or optional. It is measurable, structured, and understood by every team member.

3. Hazard Identification and Risk Assessment

This element determines how your organization identifies hazards, assesses risk levels, and puts control measures in place.

It includes:
• Hazard assessments
• Job and task specific risk evaluations
• Field level risk assessments
• Ongoing review and continuous improvement

Digital systems like Wombat make this simple. Hazards can be reported instantly from mobile devices, even offline, and supervisors can review and act on the information in real time.

4. Safe Work Procedures and Practices

An OHSMS must include written procedures and instructions that explain how tasks are performed safely.
Examples include:
• Confined space entry procedures
• Lockout procedures
• Fall protection requirements
• Equipment operation guidelines

Wombat allows companies to store all procedures digitally, making them accessible on any device. Workers can scan a QR code, open the procedure instantly, and always reference the newest version.

5. Training and Competency Management

Training is a critical part of every OHSMS.
Companies must ensure that workers are trained, competent, and aware of hazards related to their work.

Wombat helps by automatically tracking certification dates, sending reminders before expiry, and storing all training records in one place. This reduces missed renewals and keeps crews compliant.

6. Incident Reporting and Investigation

A complete OHSMS requires a process for reporting, investigating, and documenting incidents, near misses, and hazards.

Digital reporting through Wombat removes delays. Workers can submit reports directly from the field, including photos and location details. Corrective actions can be assigned immediately and tracked until completed.

This improves accuracy, response time, and accountability.

7. Emergency Preparedness and Response

Every workplace needs a clear plan for responding to emergencies.
This includes:
• Fire evacuation plans
• First aid protocols
• Spill response
• Rescue procedures

Your OHSMS should document how emergencies are managed, who is responsible, and how employees are trained to respond. Wombat allows teams to share emergency procedures digitally so workers can access them immediately when needed.

8. Document and Record Management

Documentation is a central part of compliance. Companies must maintain current safety manuals, procedures, forms, training records, inspections, and equipment certifications.

Manual systems are slow and error prone.
Wombat provides a single digital location for all documents, ensuring version control, secure storage, and instant access during audits.

9. Monitoring, Measurement, and Continuous Improvement

An OHSMS is only effective when it is reviewed regularly.
Companies must monitor safety performance, identify trends, and improve processes over time.

Wombat’s dashboards show leading and lagging indicators, open corrective actions, training gaps, and site compliance in real time. This gives leaders clear data to support continuous improvement.

10. Contractor and Site Safety Management

Many Canadian work environments rely heavily on contractors.
An OHSMS must include processes for evaluating contractor qualifications, reviewing safety documentation, and monitoring site performance.

Wombat streamlines contractor management by storing all required documents in one location and tracking compliance automatically.

How Wombat and Irwin’s Safety Strengthen Your OHSMS

Wombat helps companies manage every element of an OHSMS digitally, while Irwin’s Safety provides the expertise to configure the system correctly and support your program year after year.

You get:
• A complete OHSMS structure inside the software
• Mobile access for all workers
• Real time visibility into every safety activity
• Reduced administrative burden
• Faster audit preparation
• A safer, more organized workplace

This is the combination of technology and expertise that companies across Canada rely on to modernize their safety systems.

Book a short demo to see how Wombat can support your OHSMS