📄 Obligation: Quarterly Contractor Safety-Paperwork Sweep

Obligation: Quarterly Contractor Safety-Paperwork Sweep

Frequency: Quarterly

Seat: Compliance Manager

Why: SiT engages subcontractors regularly (Aurora Audio, BEO leads in GP, project-specific labour). Each contractor needs current WCB clearance, current liability insurance, and any role-specific safety documentation on file. Without a recurring sweep, expired paperwork only surfaces when an incident or audit forces the question — by which point we've been working uncovered.

Procedure

  1. Pull the contractor list — anyone who's worked an event in the past 90 days plus anyone scheduled in the next 90 days.
  2. For each contractor, verify on file (and not expired):
  3. WCB Clearance Letter — get a fresh one from worksafebc.com/clearance-letter using their account number. Expires 30 days from issue.
  4. Certificate of Insurance — at least $2M liability, ideally listing SiT as additional insured.
  5. Driver's abstract (for any contractor who drives company vehicles) — current within 12 months.
  6. Role-specific tickets — Lift Tickets, Fall Arrest, Refrigeration cert, etc. depending on the work they do.
  7. Chase the gaps:
  8. Expired in <30 days: friendly email reminder.
  9. Expired in >30 days: hard stop — they can't be scheduled until paperwork is current.
  10. No paperwork on file: escalate to GM + the scheduling manager so they're not booked.
  11. Update the contractor record in Odoo (or wherever the safety binder lives) with refreshed expiry dates.
  12. Mark the recurring task complete with a short note: "Reviewed 8 contractors — 6 current, 2 chasing expired WCB."

Schedule Details

Default cadence: every 3 months. Roughly aligns with quarter ends. Adjust the recurring task's interval if a tighter rhythm fits better — e.g. monthly if turnover is high or before any large multi-contractor event.

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