Accessing Certificates in Salus Pro

Document Number: [SWP-NUMBER]

Revision Date: [DATE]

Next Review Date: [NEXT REVIEW DATE]

Department: [DEPARTMENT NAME]

1. Scope

This safe work procedure applies to authorized employees who access, retrieve, review, print, save, or verify training and competency certificates stored in Salus Pro or a similar controlled digital records system. It covers routine user access, authentication, confidentiality, records handling, and administrative steps required to ensure certificates are retrieved securely and used only for legitimate workplace safety, training, competency, audit, or compliance purposes. The procedure is limited to certificate access and records management activities; it does not cover the delivery of training, assessment of competency, or the creation of certificates by external training providers. Users must follow company privacy, information security, and records retention requirements, and where regulatory documentation is required, the specific applicable standard should be referenced to confirm completeness of records and retention obligations. OSHA/NCDOL guidance emphasizes that standards involving training and recordkeeping may have specific requirements and that the specific standard should be referenced for completeness. [1] [2]

2. Definitions

Certificate An official training or competency record that confirms an employee has completed a required course, assessment, or verification process and may be used as evidence of compliance or qualification for a task. [4]

Authorized user A person who has been granted permission by the employer to access Salus Pro records for a legitimate business purpose, such as training administration, supervision, audit support, or compliance verification. [6]

Confidential record A record containing personal, training, or competency information that must be protected from unauthorized viewing, copying, disclosure, or alteration. [7]

Record retention The required period for keeping training or competency documentation so it remains available for review, inspection, or audit for as long as required by company policy or applicable regulation. [8]

Competency verification A documented method used to show that a worker can perform a task safely and correctly, including the method used to demonstrate competency when a certificate is based on practical demonstration rather than classroom training alone. [3]

3. Responsibilities

3.1 Supervisors

• Ensure only authorized personnel are permitted to access Salus Pro certificates and that access is limited to legitimate operational, training, audit, or compliance needs. Supervisors must verify that users understand the confidentiality expectations before access is granted and must remove access when it is no longer required. [5] [9]
• Confirm that certificates retrieved from Salus Pro are current, applicable to the employee's duties, and suitable for the task or compliance requirement being reviewed. Where prior training records are accepted, supervisors must verify that the training and knowledge remain current and relevant to the new job duties. [8]
• Maintain administrative oversight of certificate records, including approval of documented controls, review of exceptions, and coordination with records management or human resources when corrections, reissues, or verification requests are needed. [5]
• Ensure workers are trained before they perform the relevant task and that orientation or refresher requirements are completed before certificates are relied upon for authorization to work. [11] [11]

3.2 Workers

• Access Salus Pro only for approved work-related purposes and use assigned credentials personally. Workers must not share passwords, bypass authentication controls, or allow others to view, copy, or download certificates using their account. [5]
• Review retrieved certificates carefully to confirm the document belongs to the correct person, course, and date range before using it for work authorization, audit support, or compliance submission. [6]
• Protect confidentiality by preventing unauthorized viewing of screens, printed copies, downloaded files, or forwarded documents. Workers must store or dispose of certificate copies according to site privacy and records procedures. [7]
• Report missing, incorrect, expired, or inaccessible certificates, as well as any suspected unauthorized access or record discrepancy, to the supervisor or designated administrator without delay. [10]

3.3 Health and Safety Representative

• Support the development and review of controls for secure certificate access, including privacy safeguards, record availability, and audit readiness. The representative should verify that documented controls are understandable and available at the point of use. [5] [5]
• Assist with incident follow-up when certificate access issues involve unauthorized disclosure, missing records, or process failures, and help ensure corrective actions are tracked to completion. [10]
• Promote worker awareness of reporting channels, confidentiality expectations, and the importance of maintaining accurate training and competency documentation for compliance purposes. [11]

4. Potential Hazards and Risks

5. Personal Protective Equipment (PPE)

Personal protective equipment is not normally required for routine digital access to certificates; however, PPE may be required if certificate retrieval is performed in an office, records room, archive, or other work area where additional workplace hazards exist. Users must follow site-specific PPE requirements for the location and task.

• Safety Footwear: Wear closed-toe, slip-resistant footwear when accessing records areas, archives, or shared office spaces where floor hazards, dropped objects, or wet surfaces may be present. Footwear should be in good condition and appropriate for the work environment.
  • Use footwear that provides stable footing on smooth office floors.
  • Replace worn soles or damaged footwear promptly.
• Eye Protection: Use safety glasses if there is a risk of dust, debris, or other airborne particles when retrieving paper records from storage areas or moving through maintenance or archive spaces.
  • Select lenses suitable for the hazard present.
  • Clean lenses regularly to maintain visibility.
• Hand Protection: Wear task-appropriate gloves when handling archived paper files, boxes, or materials with rough edges, staples, or dust accumulation. Gloves should allow safe handling without reducing dexterity excessively.
  • Choose gloves that fit properly and do not interfere with keyboard use when not needed.
  • Remove gloves before using shared computer equipment if contamination control is required.
• Hearing Protection: Use hearing protection only if certificate retrieval occurs in an area where noise levels exceed acceptable office conditions, such as near maintenance operations or equipment rooms. Hearing protection must match the site noise hazard.
  • Follow posted hearing protection requirements.
  • Use the minimum protection necessary for the noise level.
• High-Visibility Vest or Identification Garment: Wear a high-visibility vest or site-issued identification garment when moving through active work areas to retrieve records so that equipment operators and other workers can easily see the user.
  • Ensure the garment is clean and visible.
  • Use only if required by the site or area access rules.

Inspect PPE before each use for damage, contamination, poor fit, or missing components. Clean and store PPE according to manufacturer instructions and site procedures. Remove from service any item that is damaged, degraded, or no longer provides the intended protection.

6. Equipment and Tools

The primary tools for this procedure are the Salus Pro system, approved user credentials, and any authorized device used to access or print records. Equipment must be used in a controlled manner to preserve confidentiality, data integrity, and availability of records.

• Authorized Computer or Mobile Device: Use only employer-approved devices with current security controls, such as password protection, screen locking, and updated software. Devices should be used in a private or controlled area to prevent unauthorized viewing of records.
  • Verify the device is functioning properly before use.
  • Do not use shared devices unless access controls are active.
• Salus Pro User Account and Credentials: Use assigned login credentials that are unique to the user and protected from disclosure. Credentials must not be shared, written in unsecured locations, or stored in a way that allows unauthorized access.
  • Change passwords according to company policy.
  • Report suspected credential compromise immediately.
• Secure Printer or Approved Output Method: If a certificate must be printed, use an approved printer located in a secure area and retrieve the document immediately. Printed output should be treated as a controlled record and handled according to confidentiality requirements.
  • Confirm the correct printer before sending the job.
  • Collect all pages promptly to prevent exposure.
• Secure File Storage Location: Store downloaded or exported certificates only in approved secure folders, document management systems, or records repositories with access restrictions and backup controls.
  • Use approved file naming conventions.
  • Avoid personal drives, personal email, or unapproved cloud storage.
• Records Log or Verification Register: Use a controlled log, register, or tracking system to document certificate retrieval, verification, corrections, and requests for reissue or audit support. This supports traceability and records management.
  • Record the date of access, purpose, and responsible user where required.
  • Keep logs consistent with retention and privacy rules.

Inspect devices and tools before use to confirm they are secure, functional, and free from obvious defects. Verify that security settings, access permissions, and printer destinations are correct. Remove malfunctioning equipment from service and report issues to the appropriate administrator or IT support function.

7. Pre-Job Requirements

7.1 Training and Competency

Training and Competency: Only personnel who have been trained in the use of Salus Pro, records confidentiality, and the organization's certificate retrieval procedure may access or manage certificate records. Training must establish the employee's understanding of the hazards, controls, and reporting requirements associated with the task, and refresher training should be provided when procedures or systems change. [6] [11]

8. Safe Work Procedure Steps

1. 1. Confirm Authorization and Business Need: Before opening Salus Pro, confirm that you are authorized to access certificate records and that there is a legitimate work-related reason to do so, such as verifying training status, preparing for an audit, or supporting a compliance review. Do not access records out of curiosity or for personal reasons.
   • Use only your assigned account.
   • If access is uncertain, stop and seek supervisor approval.
2. 2. Prepare a Private and Secure Work Area: Position yourself in a location where screens, printed documents, and conversations cannot be easily observed by unauthorized persons. Close unnecessary applications, secure nearby paper records, and ensure the device is protected by current security settings.
   • Use privacy screens where required.
   • Keep the workstation clear of unrelated documents.
3. 3. Authenticate to Salus Pro: Log in using your unique credentials and any required multi-factor authentication or secondary verification method established by the organization. Never share passwords or use another person's account. If authentication fails repeatedly, stop and report the issue rather than attempting workarounds.
   • Verify the website or application is the approved Salus Pro platform.
   • Log out immediately after completing the task.
4. 4. Locate the Correct Employee Record: Search using approved identifiers and confirm that the record belongs to the correct employee before opening or downloading any certificate. Compare the employee name, course title, certificate type, and status to the request or job requirement.
   • Use the minimum information necessary to complete the search.
   • If multiple records appear, verify each one carefully before selection.
5. 5. Review Certificate Validity and Applicability: Check that the certificate is current, legible, complete, and applicable to the employee's assigned duties. Confirm issue date, expiry or renewal status, course title, and any competency notes before relying on the record for authorization or compliance.
   • Do not assume a certificate is valid without checking the details.
   • Escalate expired, missing, or unclear records to the supervisor or administrator.
6. 6. Retrieve, Print, or Save the Record Securely: If the certificate must be printed or saved, use only approved secure output methods and storage locations. Minimize copying, avoid personal email or unapproved cloud storage, and ensure any printed copy is collected immediately from the printer.
   • Save files only to approved secure folders.
   • Mark or handle printed copies as controlled records.
7. 7. Protect Confidentiality During Use: Do not display certificate information to unauthorized persons, discuss personal training details in public areas, or leave records unattended. Share the certificate only with personnel who have a legitimate need to know and are authorized to receive it.
   • Cover or lock the screen when stepping away.
   • Use secure transmission methods if the record must be sent.
8. 8. Record the Access or Verification Activity: Complete any required log, register, or administrative note showing that the certificate was accessed, verified, corrected, or provided for compliance purposes. Include only the information required by procedure and avoid unnecessary personal data.
   • Document the purpose of access where required.
   • Retain records according to the organization's retention schedule.
9. 9. Report Discrepancies or Exceptions: If the certificate is missing, outdated, incorrect, duplicated, or appears altered, stop the process and report the issue to the supervisor, records administrator, or designated compliance contact. Do not attempt to edit or substitute records unless you are specifically authorized to do so.
   • Preserve evidence of the discrepancy if possible.
   • Follow the incident reporting process for record integrity issues.
10. 10. Exit the System and Secure Records: When finished, save only approved files, close the application, log out, and lock the device. Store any printed documents in the designated secure location or return them to the records custodian. Confirm that no certificate information remains visible or accessible to unauthorized persons.
    • Clear temporary files if required by procedure.
    • Return borrowed records to the proper file location.

9. Precautions and Safety Measures

• Use the principle of least privilege for all certificate access. - Grant users only the access needed for their role and review permissions regularly to reduce the risk of unauthorized disclosure or accidental changes. [5]
• Verify records against current job requirements before acceptance. - Do not rely on a certificate alone; confirm that the training or competency remains current and applicable to the employee's assigned duties. [8]
• Maintain records so they remain available for inspection and audit. - Store certificates in approved systems with backup and retention controls so they can be produced when requested by employees, representatives, or regulators. [6] [8]
• Provide training before task performance and before independent access is granted. - Ensure users are trained on the procedure, confidentiality expectations, and reporting requirements before they are allowed to retrieve certificates on their own. [11]
• Use documented controls that are understood by workers and available at the point of use. - Keep the procedure accessible in the work area or digital knowledge base so users can follow the approved steps without improvisation. [5] [5]

10. Emergency Procedures

10.1 General Emergency Response

If a security breach, unauthorized disclosure, system compromise, or serious records error is discovered, stop using the system, preserve the affected record state if possible, notify the supervisor or designated administrator immediately, and follow the organization's incident response and reporting process. If the issue affects compliance status or worker authorization, suspend reliance on the affected certificate until the record is verified or corrected. [10] [10]

10.2 Specific Emergency Scenarios

• Unauthorized person views or copies a certificate on screen or in print.: Immediately secure the screen or document, remove the record from view, notify the supervisor or records administrator, and document the incident according to the reporting procedure. Assess whether the disclosure requires password reset, access review, or additional privacy controls. [10]
• The certificate is missing, expired, or does not match the employee or task.: Stop the verification process, do not authorize work based on the questionable record, and escalate to the supervisor or training administrator for correction or reissue. If the task is safety-critical, require an alternate valid certificate before proceeding. [8]
• Salus Pro is unavailable, locked, or shows suspected data corruption.: Do not attempt unauthorized troubleshooting or bypass controls. Notify the designated administrator or IT support, use approved backup records if available, and document the outage or data issue for follow-up. Resume normal use only after the system is confirmed secure and functional. [6]
• A printed certificate is lost, damaged, or sent to the wrong printer.: Treat the document as a controlled record incident, notify the supervisor or records administrator, retrieve or secure any misdirected copies if possible, and reissue only through approved administrative channels. Review printing settings and secure-print practices before repeating the task. [7]

10.3 Emergency Contact Information

Use the organization's designated supervisor, records administrator, HR contact, IT support desk, and privacy/compliance contact for certificate access issues, record discrepancies, or suspected unauthorized disclosure. If the issue affects immediate worker safety or legal compliance, escalate through the site's emergency notification chain and incident reporting process.

Approved by: [NAME AND POSITION]

Date: [APPROVAL DATE]

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