The identification document

A legal requirement for every employer.

Identificatiedocument

Every employer is obliged to prepare and keep an identification document up to date. Among other things, this document specifies who is part of the internal service prevention and protection at work (ISPPW) and the resources used for this purpose.
In this blog, we discuss the main requirements and the importance of this document.

Table of contents

Content identification document

According to Article II.1-7 of the Codex Welfare at Work, at least the following statements must appear in the document:

  • Identification of the employer
  • Assignments entrusted to the internal prevention service
  • Composition of the internal prevention service
  • Skills represented in the internal prevention service
  • Administrative, technical and financial resources available to the internal service
  • Advice of the Committee
  • Copy of health surveillance approval (if performed internally)

Since the requirements are not very concrete, we would like to give some additional explanations on some of them.

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Identification details

The basic information of the company should be provided in this section, such as the name, address and legal form (e.g. nv, bv). In addition, the number of employees and NACE code may also be useful to include.

Internal service for prevention and protection at work

For small companies, with fewer than 20 employees, the director himself can act as the internal service. This must then be explicitly stated in the identification document.

If there are 1 or more internal prevention advisers, the level of training they have and their time commitment as prevention adviser within the organisation (in % of full-time equivalent) are mentioned in each case. The expertise present in welfare domains is also described in detail. For domains not managed by the internal service, an external service must be used.

In addition, there should be a list of the tasks performed by the internal service, possibly listing the tasks in which the internal service receives support from the External Service for Prevention and Protection at Work (ESPPW) .

External service for prevention and protection at work (ESPPW)

It is best to include the details of the external service in the identification document. Appointed external prevention advisers for domains not covered internally are also listed therein.

Advice of the Committee

A Committee for Prevention and Protection at Work (CPPW) is mandatory for companies with 50 or more employees. If a committee is present in the company, it must advise on the identification document.
Is there no committee? Then the union delegation can issue advice.

Conclusion

The identification document lays down clear agreements on the responsibilities, composition and resources of the internal and external service.
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