McMaster University

McMaster University

Documentation Requirements - Going Digital

Documentation requirements for working with biohazardous materials can be quite extensive. In order to streamline and simplify the process, we suggest incorporating digital solutions as much as possible. The lab may choose any method which incorporates the general requirements below.

Access to Documents

The required documents (including Mosaic training prescription) must be made available to all persons within your area of responsibility. This may be:

  • all documents in digital form on a shared computer or
  • all documents on a cloud or network drive such as MacDrive or
  • all documents stored within a Teams, Planner or Forms group created from portal.office.com using your free Microsoft Office 365 through UTS's site license or
  • any combination of the above or
  • any method which allows for access to all required documents.

 

Update of Documents

There must be evidence that safety-based procedural documents have been evaluated for new or emerging hazards and that the risks have been mitigated. This may be:

  • Word-doc versions of all procedures includes review date or revision history or
  • PDF versions of all procedures annotated with changes or
  • document properties for any digital document to include a description of changes or
  • any combination of the above or
  • any method which demonstrates that the documents are reviewed on a prescribed basis.

 

Signatures

Documented evidence of knowledge and proficiency can be demonstrated by signatures. Some documents would require only awareness while other documents require both knowledge and proficiency. This may be:

  • Signature page for each document, printed and signed by worker and trainer/supervisor or
  • One up-to-date list of all documents and signature section for each worker and trainer/supervisor or
  • document-associated quizzes created in a Teams, Planner or Forms group created from portal.office.com using your free Microsoft Office 365 through UTS's site license or
  • any combination of the above or
  • any method which can link a signature or a training result to a specific document.

It is the responsibility of the Supervisor to ensure that the worker is proficient in the SOPs or protocols they will require to undertake the work prescribed in a safe manner.

Special Case for Biological Inventory

The biological inventory must kept up to date and satisfy three criteria:

  • you must be able to identify the organism or sample and its risk group
  • you must be able to locate the organism or sample
  • you must be able to determine if any has been lost or stolen

 

Mosaic Training Records

Documented evidence that Mosaic training has been prescribed and completed. This may be:

  • digital downloads of Mosaic training records, cross checked with the training Rx or
  • Shared Excel spreadsheet with training Rx and updated by users or
  • shared and updated document in a Teams, Planner or Forms group created from portal.office.com using your free Microsoft Office 365 through UTS's site license or
  • any combination of the above or
  • any method which demonstrates Mosaic training is reviewed as required.

 

If you wish to discuss digital document options, please contact robertjv@mcmaster.ca

 

Updated 30-August-2018

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