There are some free resources available via Grain Producers SA and Natwide Personnel and NFF did have some online at one stage. The original NHVR free stuff was a bit over the top for farmers in my opinion!
What you need does depend on whether you cart your own grain/livestock or you use a contractor, or both?
If you use a contractor, you should have a contractor agreement in place that spells out your rules and exectations surrounding CoR & the contractors own role within that. Hazard maps of farms showing paddock labels, roads, powerlines and workyards are an easy contractor induction to go with the agreement.
If you cart your own product, you need a Heavy Vehicle Policy document that spells out your rules and expectation of all workers etc. Speed, fatigue, loading, gross combination mass for your rig, paddock mass loading procedure, livestock loading procedures for various sizes of animal. You can keep these in your own words, it does not have to be written by a lawyer.
For 'own truck' record keeping you need the below, but keep this simple:
- Either the Official Work Diary (legal document) or if you have an exemption like Grain have for 160km radius if base - then make yourself a Daily Driver Hours Record
- On-road Fault Register (1 page in truck folder with headings - date/problem/repair urgent or can wait etc.)
- Maintenance Register (In-House maintenance performed - outsourced should have invoice with details)
- Trip Schedules - these are a basic chart of the drivers standard trips (e.g. grain cartage from farm to silo)
- Maintenance Schedule - you should have some sort of system/diary that notes maintenance needed or coming up etc
- Employment records - personnel register/training/medical - industrial relations records
- Worker Induction to workplace and Responsibilities need to be articulated, write them up in a job description or responsibility chart (1 page)
- Incident & Injury reporting - this can be as simple as a notebook dedicated to this record
- We are supposed to have done risk assessments for each HV task, which is something I can do as a generic item, but I'm sure if you get the first 3 items in this list & the policy organised, you would be way ahead of some
Grain Producers SA and Natwide Personnel have been running some successful workshops across SA and I thought others may have been planning to do these interstate, so keep a look out for any free workshops through NFF or other advocacy groups.
Farmer and Farm Safety Consultant (Dip.OHS)
Record keeper for our farm Maintenance Management Accreditation under NHVAS