Be audit-ready: why your SWMS, insurances, compliance docs and licences matter more than ever

In the current regulatory climate, construction sites across the ACT are under increasing scrutiny from both WorkSafe ACT and Access Canberra. Random or targeted audits are becoming more frequent, particularly following incidents, complaints, or routine compliance campaigns.

Having audit-ready documentation—including Safe Work Method Statements (SWMS), insurance certificates, licences, and other compliance records—is not just good practice. It’s a legal obligation that can save your business significant time, money, and reputational damage.

What “audit-ready” really means

Being audit-ready means that if an inspector walks onto your site today, you can immediately produce:

• Current SWMS for all high-risk construction work being undertaken (as defined under Regulation 291 of the Work Health and Safety Regulation 2011 (ACT)).
• Certificates of Currency for all required insurances—typically public liability, workers’ compensation, and contract works insurance.
• Copies of builder, trade, and supervisor licences for everyone performing regulated work, as required under the Building Act 2004 (ACT) and Construction Occupations (Licensing) Act 2004 (ACT).
• Evidence of induction and training records, including proof of white cards, toolbox talks, and competency certifications like silica and asbestos.

When these documents are properly maintained, signed, and easily accessible on site—whether digitally or in a printed site folder—you are demonstrating a proactive compliance culture that auditors immediately recognise.

Why It Matters Legally

Under the Work Health and Safety Act 2011 (ACT), every Person Conducting a Business or Undertaking (PCBU) must ensure, so far as is reasonably practicable, that work is carried out safely. Failing to keep up-to-date documentation can be taken as evidence of poor safety management and can lead to:

• Improvement or prohibition notices,
• Infringement penalties, or in severe cases,
• Prosecution under the WHS Act for failing to meet duties.

Similarly, under the Building Act 2004 (ACT), a builder must hold an active licence and ensure that all regulated building work is performed by appropriately licensed individuals. Access Canberra inspectors can request these licences at any time during an inspection or audit.

The Practical Benefits

Having everything in order before an audit doesn’t just reduce stress—it creates measurable benefits for your business:

• Faster inspections: Auditors can complete their review efficiently without disruption to your schedule.
• Fewer non-conformance notices: When paperwork is clear and up to date, inspectors are less likely to find procedural issues.
• Reduced downtime: Work stoppages due to missing SWMS or expired insurances can halt progress and cost thousands.
• Professional reputation: Demonstrating compliance fosters trust with regulators, clients, and subcontractors alike.

MBA ACT’s Recommendation

At Master Builders ACT, we strongly recommend that every builder and site supervisor:

1. Maintain a central site folder or digital dashboard containing all compliance documentation.
2. Update SWMS and insurances quarterly—or sooner when work activities change.
3. Review licences and training records before engaging subcontractors.
4. Audit your own documentation monthly, using an internal checklist aligned with WHS and Access Canberra expectations.

MBA ACT can also assist with SWMS, compliance checklists, and audit preparation guides through our technical advisory team.

In Summary

WorkSafe and Access Canberra are not looking to catch builders out—they’re ensuring that the ACT construction industry maintains high standards of safety and professionalism. Having audit-ready documents is your best defence and your strongest statement of competence.

Being prepared is not just about compliance—it’s about leadership on site.