WorkSafe SRS Notifications for WA Mining Suppliers: The Complete Field-to-Filing Workflow

Who runs the SRS, and who do you actually call?

Since 1 July 2025, mine safety in WA sits under WorkSafe inside the new Department of Local Government, Industry Regulation and Safety (LGIRS) — the rebadged successor to DEMIRS, which itself replaced DMIRS in December 2023. WorkSafe runs the Safety Regulation System (SRS), the online portal where mining PCBUs file notifiable and reportable incidents, statutory appointments, and other safety records.

WorkSafe (LGIRS) hotlines

1300 307 877 — business hours notifiable incident hotline
1800 678 198 — after-hours notifiable incident hotline

The phone call is the immediate notification under s.38 WHS Act 2020. Everything else (the written notice, the SRS upload, the ICAM) flows from there.

Notifiable vs reportable: which one am I looking at?

Notifiable (call now)

· Death of a person
· Serious injury or illness (admission to hospital, amputation, fracture, burn, brain injury)
· Dangerous incident (uncontrolled explosion, electric shock, fall from height, hazardous escape)

s.35–37 WHS Act 2020 — immediate phone notification

Reportable (quarterly)

· Medical-treatment injuries
· Loss of vehicle control
· Fly rock outside the safety zone
· Other categories per Reg 675V

Reg 675V WHS (Mines) Regs 2022 — SRS quarterly report

A serious incident is usually both. Notify WorkSafe immediately on the hotline, then include the same incident in your quarterly Reg 675V report alongside everything else from that quarter.

Scene preservation: the duty WorkSafe is actively enforcing

In May 2025, WorkSafe issued an enforcement notice flagging a “concerning number” of notifiable incidents where the scene had been disturbed before an inspector arrived. Section 39(1) of the WHS Act 2020 says you must keep the site as it was until WorkSafe directs otherwise (with carve-outs for assisting the injured and removing immediate hazards).

Field protocol that satisfies s.39(1)

Render aid; remove only immediate hazards.
Stop all other work in the affected area. Cordon the scene.
Take a wide panoramic photo from a fixed point before anything else.
Capture witness names, contact details, and roles before they leave site.
Phone the WorkSafe hotline (1300 307 877 / 1800 678 198 after hours).
Hold the scene until WorkSafe directs otherwise.

The Jan 2026 model WHS Act amendments WA is expected to adopt

Safe Work Australia published amendments in January 2026 that expand notifiable incident definitions and tighten evidence-preservation. The expected WA-adopted changes include:

Notifiable extended absences (15+ days off work)
Notifiable suicides or attempted suicides on site
Violent incidents
Additional dangerous-incident categories for mobile plant and falls
Expanded “serious injury” (brain injuries, crush, fractures)
New PCBU duty to preserve evidence — explicitly including digital records and witness details

If your incident process today relies on someone's personal phone camera roll and a Word doc, you will not meet the digital evidence-preservation duty.

The DrilLedger field-to-filing workflow

1. Severity selection locks the form

The supervisor selects “serious / high-potential / dangerous” on the Incident Reporter. The form locks. The scene-preservation prompt fires before any other field can be edited — panoramic photo first, witnesses second, hotline number front and centre.

2. Every photo is GPS-stamped + device-stamped

Photos write to an immutable evidence log with GPS coordinates, device ID, timestamp, and the witness names linked to that capture. No edit-after-capture. Chain of custody intact for s.39(1) and the Jan 2026 digital-evidence duty.

3. SRS notification PDF auto-formats

All captured fields (PCBU details, incident classification, severity, location, affected workers, immediate actions) drop into the SRS-formatted notification PDF. The supervisor calls the hotline; the written record is ready to upload to SRS before they leave the work area.

4. Reportables roll into the quarterly Reg 675V report

Anything categorised as a Reg 675V reportable incident is automatically added to the current quarter's report. At the end of the quarter, you review the consolidated report and submit the SRS bundle in one action.

What this is worth in real numbers

Avoided WorkSafe penalty for late SRS notification

$50,000+ per breach under WHS Act 2020

Avoided second penalty for disturbed scene under s.39(1)

Stacks on top of the late-notification penalty

Time savings on documentation

4–8 hours per incident → 20 minutes — ~330 hours/year for a 100-worker supplier

Tier 1 client audit defence

Photos with chain of custody hold up; phone-roll snaps don't

Total: $26,000–$80,000+/year, before you count the WorkSafe penalty you don't pay.

Frequently asked questions

Who do I notify when a serious incident happens on a WA mine site?

Under the WHS Act 2020 and the WHS (Mines) Regulations 2022, the PCBU must notify WorkSafe immediately for a notifiable incident — death, serious injury or illness, or a dangerous incident. The fastest path is the 24/7 hotline: 1300 307 877 (after hours: 1800 678 198). The phone call is the immediate notification. The written record goes into WorkSafe's Safety Regulation System (SRS) and a written notice within 48 hours where required.

What is the difference between a notifiable and a reportable incident?

Notifiable incidents (s.35–37 WHS Act 2020) require immediate notification — fatalities, serious injuries, dangerous incidents (uncontrolled explosion, electric shock, fall from height, etc). Reportable incidents are a mining-specific category under WHS (Mines) Regs 2022 (Reg 675V) that get rolled up and submitted quarterly via SRS — medical-treatment injuries, loss of vehicle control, fly rock outside the safety zone, and similar. A serious incident is usually both: notify immediately, then include in the next quarterly report.

What does scene preservation under s.39(1) WHS Act 2020 actually mean in the field?

Section 39(1) requires the PCBU to ensure the site where a notifiable incident occurred is not disturbed (other than to assist injured persons, remove hazards, or take essential actions) until a WorkSafe inspector arrives or directs otherwise. WorkSafe issued an enforcement notice in May 2025 about a "concerning number" of incidents where this duty was breached — photos taken from the wrong angle, equipment moved before inspection, witnesses leaving site. In practice: hold the scene, take a panoramic photo, GPS-stamp it, identify witnesses by name, and call the hotline before anything else moves.

Are SVG/photo records enough to satisfy the new digital evidence preservation duty?

Safe Work Australia's January 2026 model WHS Act amendments expand the evidence-preservation duty to cover digital records and witness details. WA is expected to adopt these. To be safe, you want: GPS-stamped photos, device ID, capture timestamp, witness names linked to the record, and an immutable audit trail showing the record has not been edited since capture. A camera-roll photo on someone's personal phone won't cut it — it has no chain of custody.

How do I avoid late SRS notifications when an incident happens at 6pm on a Friday?

The most common cause of a late SRS notification is workflow friction: the supervisor takes notes on paper, drives back to the office, types it up Monday morning, then goes hunting for the right form. By that point you are already non-compliant. The fix is to capture the notification at the moment of the incident on the phone in the field — photos, GPS, witnesses, severity, the lot — with the WorkSafe hotline displayed front and centre and the written notice template auto-populated. The supervisor calls the hotline from the scene; the SRS-formatted PDF is ready to file before they leave the work area.