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OHSAS 18001 gap analysis checklist

OHSAS 18001 gap analysis checklist

Identify gaps in your safety management system with this OHSAS 18001 gap analysis checklist. It helps assess compliance and pinpoint areas needing attention. Use this checklist to prepare for certification and improve safety standards.

Use this template
or download pdf
OHSAS 18001 gap analysis checklist

Identify gaps in your safety management system with this OHSAS 18001 gap analysis checklist. It helps assess compliance and pinpoint areas needing attention. Use this checklist to prepare for certification and improve safety standards.

Use this template
or download pdf

About the OHSAS 18001 gap analysis checklist

An OHSAS 18001 gap analysis checklist is an invaluable tool for identifying discrepancies between your current safety practices and the standards required. By using this checklist, you can systematically assess your organization’s compliance, pinpointing areas that need improvement. This proactive approach helps you address gaps before they become significant issues.

The checklist not only enhances your understanding of regulatory requirements but also streamlines the process of aligning your safety management system with OHSAS 18001 standards. This ensures that all necessary measures are in place, reducing the risk of non-compliance and potential penalties. 

Additionally, the checklist facilitates effective communication within your team, as it provides a clear framework for discussing and implementing safety improvements. By using an OHSAS 18001 gap analysis checklist, you strengthen your organization’s safety culture and demonstrate a commitment to continuous improvement.

Key elements of an OHSAS 18001 gap analysis checklist

An OHSAS 18001 gap analysis checklist is structured to provide a comprehensive evaluation of your safety management system. Here are the essential components you should include:

  • Current state assessment: This section helps you capture your organization’s existing safety measures and procedures. By thoroughly documenting the current state, you can identify strengths and weaknesses, setting a baseline for improvement.
  • Standards comparison: Compare your current practices against OHSAS 18001 standards. This element highlights areas where your organization falls short, allowing you to focus on specific improvements. Understanding these gaps is crucial for aligning with industry standards.
  • Action plan development: Outline steps to address identified gaps. This section assigns responsibilities and deadlines, ensuring that improvements are implemented efficiently. A well-structured action plan facilitates proactive management of safety issues.
  • Review and follow-up: Regularly review progress and update the checklist as necessary. This component ensures continuous improvement and adaptability to changes in regulations or organizational needs. By incorporating these elements, you optimize your safety management processes and enhance compliance with OHSAS 18001 standards.

How to use the OHSAS 18001 gap analysis checklist

To effectively use the OHSAS 18001 gap analysis checklist, start by customizing it to meet your organization’s specific needs. Identify key areas relevant to your industry and modify sections to reflect your current safety practices. This customization ensures that the checklist addresses your unique requirements and maximizes its effectiveness.

Next, gather your team to conduct a thorough evaluation of your current safety management system. Use the checklist to document existing procedures and compare them against OHSAS 18001 standards. Involving team members enhances the accuracy of your assessment and fosters a culture of safety within your organization.

After completing the assessment, identify areas where your organization falls short and collaborate with your team to develop a detailed action plan. Assign responsibilities and set deadlines for implementing improvements. Clear communication and accountability are crucial for ensuring successful execution of the action plan.

Once your action plan is in place, begin implementing the necessary improvements. Ensure all team members understand their roles and responsibilities, and regularly monitor progress to make adjustments as needed. This helps address any emerging issues or changes in regulations promptly.

Finally, schedule periodic reviews to evaluate the effectiveness of the changes and update the checklist as necessary. This ongoing process ensures continuous improvement and keeps your safety management system aligned with OHSAS 18001 standards. By following these steps, you can enhance your organization’s safety management processes and maintain compliance with industry standards.

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Preview of the template
General Requirements
Has the organization established, documented, implemented and maintained an occupational health and safety (OH&S) management system?
Has the organization defined and documented the scope of its OH&S management system?
Has the organization established an OH&S policy?
Has the organization identified and had access to the applicable legal requirements and other requirements to which the organization subscribes related to its OH&S hazards?
Has the organization established, implemented and maintained a procedure(s) to identify and access these requirements and to determine how they apply to its OH&S hazards?
Planning
Has the organization established, implemented and maintained a procedure(s) to identify hazards, assess risks and determine necessary controls?
Has the organization established, implemented and maintained a procedure(s) for setting OH&S objectives and establishing their program(s)?
Does the organizations OH&S objectives include measurable targets?
Has the organization established, implemented and maintained a procedure to identify and have access to legal and other requirements that are applicable to the organization?
Implementation and Operation
Has the organization defined and communicated the roles, responsibilities and authorities in order to facilitate effective OH&S management?
Has the organization identified training needs associated with its OH&S hazards and its OH&S management system, and taken action to meet those needs?
Has the organization established, implemented and maintained procedures to communicate internally the information relevant to its OH&S management system among the various levels and functions of the organization?
Has the organization established, implemented and maintained procedures to ensure that its current and relevant information on OH&S is communicated externally?
Has the organization established, implemented and maintained procedures related to the participation and consultation of its workers, and where they exist, representatives?
Has the organization established, implemented and maintained procedures to control documents and data related to the OH&S management system?
Has the organization established, implemented and maintained procedures for the identification, storage, protection, retrieval, retention and disposal of records?
Checking and Corrective Action
Has the organization established, implemented and maintained procedures to monitor and measure OH&S performance on a regular basis?
Has the organization established, implemented and maintained procedures to investigate incidents, nonconformities and corrective and preventive actions?
Has the organization established, implemented and maintained procedures to evaluate compliance with applicable legal requirements and other requirements to which the organization subscribes?
Has the organization established, implemented and maintained procedures for the control of records?
Has the organization established, implemented and maintained a procedure(s) for the auditing of the OH&S management system?
Management Review
Does the top management review the organization's OH&S management system at planned intervals to ensure its continuing suitability, adequacy and effectiveness?
Does the management review include the assessment of opportunities for improvement and the need for changes to the OH&S management system, including the OH&S policy and objectives?
Does the organization retain records of the management reviews?

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Topic guides

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Explore all the additional resources we offer to assist you in mastering this topic.

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Frequently asked questions

How can an OHSAS 18001 gap analysis checklist help improve safety compliance?

An OHSAS 18001 gap analysis checklist helps identify gaps between current practices and required safety standards. By pinpointing these gaps, you can focus on specific improvements needed to achieve compliance. This proactive approach minimizes risks and ensures your safety management system aligns with industry standards.

What steps should I take if my organization fails to meet OHSAS 18001 standards?

If your organization falls short of OHSAS 18001 standards, develop a detailed action plan to address identified gaps. Assign responsibilities, set deadlines, and implement necessary improvements. Regularly monitor progress and adjust strategies as needed to ensure compliance and enhance workplace safety.

How do I involve my team in using the OHSAS 18001 gap analysis checklist?

Involve your team by encouraging active participation in assessments and discussions. Assign roles and responsibilities for implementing improvements and ensure clear communication. Engaging your team fosters a culture of safety and ensures everyone understands their part in maintaining compliance.

What are common challenges in maintaining OHSAS 18001 compliance?

Common challenges include keeping up with evolving regulations, ensuring consistent documentation, and maintaining employee engagement in safety practices. Address these challenges by regularly updating your safety management system, providing ongoing training, and fostering open communication to support continuous improvement and compliance.


This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.
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