HAVS Register: What Records to Keep for HSE Inspections
What HSE Expects to See
When HSE inspects a site where workers use vibrating tools, they'll ask to see your HAVS records. Not a promise that records exist — the actual documents. Firms that can't produce them face enforcement notices and, in serious cases, prosecution.
The Control of Vibration at Work Regulations 2005 don't prescribe a specific format, but they do require you to keep records of four things:
- Vibration risk assessments — who is exposed, to what, and what controls are in place
- Daily exposure records — which workers used which tools for how long, and their calculated A(8) exposure
- Health surveillance records — screening results for workers exposed above the EAV
- Action records — what you did when thresholds were reached or health issues were identified
Building a HAVS Register
A HAVS register is simply the collection of these records in one accessible place. It can be a ring binder, a spreadsheet, or a digital system — the format matters less than the completeness and accessibility.
What to include
Tool register:
| Field | Example |
|---|---|
| Tool name and model | Hilti TE 500-AVR Breaker |
| Vibration magnitude (m/s²) | 8.5 |
| Source of vibration data | Manufacturer manual / HSE database |
| Date added to register | 2026-02-15 |
| Condition notes | Good — last serviced Jan 2026 |
Daily exposure log (per worker, per day):
| Field | Example |
|---|---|
| Worker name | J. Carter |
| Date | 2026-03-20 |
| Tool 1: name, magnitude, trigger time | TE 500-AVR, 8.5 m/s², 35 min |
| Tool 1: exposure points | 803 |
| Tool 2: name, magnitude, trigger time | GA4530, 6.5 m/s², 45 min |
| Tool 2: exposure points | 507 |
| Total daily points | 1,310 |
| EAV reached? | Yes |
| ELV reached? | Yes |
| Action taken | Worker rotated off vibrating tools at 11:15. H&S coordinator notified. |
Health surveillance log:
| Field | Example |
|---|---|
| Worker name | J. Carter |
| Date of last screening | 2026-01-10 |
| Tier level | Tier 2 (annual questionnaire) |
| Outcome | No symptoms reported. Continue routine surveillance. |
| Next review due | 2027-01 |
| Referral? | No |
Record Retention Periods
- Risk assessments: Keep current version plus previous version. Review and update when circumstances change or at least annually.
- Daily exposure logs: No statutory minimum, but best practice is to retain for the duration of employment plus 6 years (limitation period for civil claims).
- Health surveillance records: 40 years from the date of the last entry — this is a legal requirement under Regulation 7. If you close the business, transfer health records to HSE.
The 40-year retention requirement for health surveillance is often missed by small firms. HAVS symptoms can develop years after exposure ends — these records matter long after a worker leaves your company.
Common Record-Keeping Failures
No records at all. The most common failure for small contractors. Paper log sheets get lost or were never started. HSE can issue an improvement notice on the spot.
Records exist but are incomplete. A spreadsheet with tool names but no trigger times. A risk assessment from 2019 that hasn't been reviewed since. Partially completed records may actually be worse than none — they show you knew about the requirement but didn't follow through.
Records can't be produced quickly. If your exposure logs are in a filing cabinet at the office but the inspector is on site, you effectively don't have them. Records need to be accessible where and when they're needed.
Health surveillance not linked to exposure data. A worker is flagged in health surveillance but there's no exposure history to investigate what caused the issue. The two records should cross-reference.
Paper vs. Spreadsheet vs. Software
Paper log sheets: Simple to create (use our free HAVS Log Sheet Template generator), but easy to lose, damage, or forget. No automatic calculations — the supervisor has to work out exposure points manually. Hard to analyse trends.
Spreadsheets: Better than paper. Formulas handle the exposure calculations. But spreadsheets rarely get updated on site — they're a desk tool for an on-site job. Version control is messy. No alerts when thresholds are approached.
Purpose-built software: Automatic exposure calculations, threshold alerts before a breach, and exportable compliance reports. The supervisor logs tool usage on a phone; the system does the rest. This is where HAVS·Log fits — daily tracking, crew-level visibility, and audit-ready records without the overhead of enterprise platforms.
What to Do Right Now
If you have no HAVS register:
- Create a tool register — list every vibrating tool on site with its vibration magnitude
- Start daily exposure logs — even paper ones. Record who used what, for how long, and the calculated points
- Schedule health surveillance — for any worker exposed above the EAV (100 points / 2.5 m/s² A(8))
- Write or update your risk assessment — follow our HAVS Risk Assessment guide
- Set up a system that persists — one that works next week and next month, not just today
The best HAVS register is one that actually gets used. Pick a format your team will maintain consistently.
Sources
This guide is for general information only. It is not a substitute for professional health and safety advice.