safTdox is an efficient, effective, online Work Health and Safety Management System (WHSMS). It provides a structured, secure method for storing all of your safety documents. Having these documents online, in the cloud, means that you can be sure that stakeholders and staff have access anywhere anytime to up to date WHS information for your organization.
This system is designed according to AS/NZS 4801 Occupational Health and Safety Management Systems  and contains a set of documents, templates and samples to kick start the continuous improvement process at your organization.
Under the Work Health and Safety Act 2011  Subdivision 2 all duty holders must do whatever is reasonably practicable to ensure the health and safety of themselves and others at work. This includes those who are self-employed. The self-employed person is required to maintain their own health and safety while at work.
Documents cannot be deleted from safTdox. When a document is outdated or no longer used it is Archived. The Archives can be accessed by Admin users for suit purposes but documents cannot be removed. A second file management feature is the Time Slice feature.
Information about each section of the safTdox WHSMS:
- HOME - takes you to the home page of your safTdox site
- Contacts - lists the key safety roles in your organization
- Policies - all of your organization's safety policies. This can be used for other policies as well.
- Procedures - all of your organization's safety procedures. This can be used for other procedures as well.
- Forms - all of your organization's safety foms. This can be used for other forms as well.
- JSA/SWMS - all of your organization's safety JSA/SWMS. This can be used for other JSA/SWMS as well.
- Safety Data Sheets - all of your organization's safety data sheets including both Chemical SDS and Plant SDS.
- Courses - all courses that you want to make available to your workers and others online. Your site inductions would be an example of this.
- Consultations - all safety consultations that you have with your workers. This includes written and verbal communications, such as meeting minutes.
Between the lines is the Admin area and is only accessible to user with Administration rights
- Employees - for confidential employee records, such as Performance Reviews.
- Contracts - used for securing your critical contract documents. These might be contracts with suppliers, clients, or partners.
- Accounts - used for keeping accounting information including scanned receipts if needed.
- Communications - used to store records of confidential communications with stakeholders. This is different from the Consultations folder.
- Registers - Registers are list records of safety related activities. SDS Registers required under WHS Act (2011), s346.
- Admin Documents - all documents related to safety that must be kept confidential such as completed and signed Incident Reports.
- User Admin - Allow admin users to manage other user accounts
- Time Slice - Historical search on any folder to recreate documents active at a specific time. Used to reconstruct evidence.
- safTdox Admin - Used to edit the Commitment statement, and the logo used on your site.
- SAFTDOX HELP  - this link brings you here to this wiki!
The files that you upload to safTdox are controlled documents. This means that they are NOT draft files or temporary files. They are documents that have been approved for use by an authorized person, or committee, within your organization. This is the key to maintaining records that are of use to you during investigations and court cases.
The concept behind the safTdox filing method is that the simpler the folder structure remains the easier it is to maintain and find the files that you need. safTdox uses a different approach to storing files than your computer does but the folders we have used replicate the look and feel of the computer interface you are used to using.
safTdox files are not just a stack of files. They are controlled documents which means they have intent, purpose, and have been approved. These documents form the basis of your Work Health and Safety Management system and constitute the rules and methods that you have agreed to use at your workplace to keep workers safe, to manage risks, and to meet your legal obligations under the WHS Act relevant to your jurisdiction.
We recommend that you adopt a document labeling method (this is the name used in the safTdox and can be different to the computer file name) that uses a meaningful pre-fix followed by the year and then a consecutive number.
For example, the 25th Incident Report submitted in 2015 might be labelled IR.2015.025 or Incident.2015.0025.
Systematic labeling such as this will improve your ability to search for and find the documents that you need. It is good housekeeping but it is not essential because safTdox searches through labels, file names and descriptions for keywords and will help you to find your files even if they are poorly named.
The safTdox team recommends that you always use the latest version of your preferred browser.
- Google Chrome in Desktop mode
These are issues that may effect the end user experience but which do not interfere with the overall performance and reliability of the service. If you are a safTdox user and you find anything else please report it to our support team by clicking on this link.
IE users may find that there is a security warning when opening documents in MS Office programs.
This is caused by the security approach to web sites built in to IE. The safTdox team is working on the problem and it will be fixed as soon as possible.
In the meantime, if you must use IE as your browser, when the gold warning message bar appears at the top of a Word document, or an Excel workbook, simply click the X on the right hand side of the warning message bar. This should allow you to work with your document normally.
If this does not work for you, you should save the document to your computer before you open it. Because the file is now on your computer you should no longer get the security warning.
When clicking on a file displayed in the Everything folder you may find that you are taken to a new browser page with the following error display "Unauthorised (m)". The file is still accessible by right clicking on the file name and choosing "Save As" option to download the file. We are working on a solution to this and it should be resolved shortly.
The Quick Start Guide will help to get you using your safTdox Safety Management System quickly and easily.