New OHSA Cleaning Records Law in Ontario: What You Need to Know and How SAVI Can Help

Ontario’s Occupational Health and Safety Act (OHSA) has introduced a new regulation, O. Reg. 480/24, requiring employers and constructors to maintain and post cleaning records for washroom facilities starting January 1, 2026. This change aims to enhance transparency and accountability in maintaining sanitary conditions in workplaces. Records must display the date and time of the two most recent cleanings and can be posted physically near the washroom or electronically accessible to workers. As compliance becomes a legal obligation, workplaces must prepare for changes in cleaning documentation and posting procedures. In this blog, we’ll explore the new OHSA regulation, its impact on workplaces, and how Optisolve’s SAVI platform can support seamless compliance.

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What Does the New OHSA Regulation Entail?

1. Key Requirements
   • Employers and constructors must maintain and post records of washroom cleanings.
   • The cleaning record must display the date and time of the two most recent cleanings.
   • The record must be posted either physically in a conspicuous place near the washroom or electronically accessible to workers, with clear instructions on how to access it.
   • The new regulation takes effect on January 1, 2026.
2. Purpose of the Regulation
   • To promote hygiene and sanitation in shared washroom spaces.
   • To enhance workplace health and safety, especially in high-traffic areas.
   • To increase transparency and accountability for workplace cleaning practices.

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Challenges Workplaces May Face

1. Inconsistent Documentation
   • Paper logs are prone to errors, missed entries, and misplacement, which could put workplaces at risk of non-compliance.
2. Physical Posting vs. Digital Posting
   • Employers must decide whether to physically post the records near the washroom or provide workers with instructions on how to access the records electronically. Both options come with unique challenges, including keeping the physical record updated in real-time or ensuring easy worker access to digital records.
3. Audit Readiness
   • During inspections or audits, employers must have accurate, up-to-date records readily accessible, which requires reliable systems for tracking and posting.

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How SAVI Simplifies Compliance with OHSA’s New Regulation

1. Automated Cleaning Records
   • SAVI automates the tracking of cleaning activities, capturing details like date, time, and task completion.
   • Records are automatically updated in real-time, ensuring accuracy and eliminating human error.
2. Centralized Record Storage
   • All records are stored securely in a digital system, accessible at any time for audits or inspections.
   • Facility managers can generate and share reports instantly, eliminating the need for manual data collection.
3. Dual Posting Options
   • SAVI supports both physical posting and electronic posting of cleaning records.
   • Facility managers can print a copy of the two most recent cleaning records or provide digital access to workers, ensuring compliance with both methods allowed under the regulation.
4. Real-Time Alerts and Reminders
   • With SAVI, teams receive alerts when cleaning tasks are due, ensuring all tasks are completed on schedule.
   • Notifications help maintain the cleaning frequency required under OHSA, reducing the risk of non-compliance.
5. Audit-Ready Reports
   • Facility managers can download comprehensive cleaning reports to demonstrate compliance during audits.
   • SAVI creates a clear audit trail of cleaning activities, including time stamps, responsible parties, and records of the two most recent cleanings.

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Industries Impacted by the Regulation

This regulation impacts any workplace with washroom facilities, but the following industries are likely to experience the greatest impact:

1. Healthcare Facilities
   • Patient care environments have strict sanitation requirements.
   • SAVI enables healthcare facilities to automate cleaning logs and ensure compliance with washroom posting rules.
2. Industrial Workplaces
   • In high-traffic environments like factories and warehouses, cleaning logs must be updated frequently.
   • SAVI’s automated cleaning tracker reduces the need for manual logging.
3. Educational Facilities
   • Schools, colleges, and universities have high foot traffic, especially in washrooms.
   • Optisolve’s SAVI system tracks cleaning activities and generates the records required for public visibility.
4. Commercial Buildings and Offices
   • Offices, retail, and public venues with shared washrooms must comply with the posting requirements.
   • SAVI provides flexibility for both physical posting and digital access, giving commercial workplaces the option to meet the needs of office workers and visitors.

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Benefits of Using SAVI for Compliance

• Audit-Ready Records: Automatically tracks the date and time of the two most recent cleanings, as required by the regulation.
• Compliance Confidence: Meet OHSA standards for washroom cleaning records and avoid fines or citations.
• Centralized Documentation: Store and access records from a single source of truth.
• Time-Saving Automation: Eliminate manual logging and reduce time spent updating physical records.
• Customizable Posting Options: Flexibility to post cleaning records physically or digitally, as required under the regulation.

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The new OHSA regulation requiring washroom cleaning records to be posted is a significant step toward improving hygiene and safety in workplaces. It also brings new compliance challenges for employers and constructors. Optisolve’s SAVI platform makes compliance easy, allowing you to automatically track, store, and post cleaning records in both physical and digital formats. Ensure audit readiness and avoid regulatory penalties with Optisolve’s end-to-end cleaning record solution.

Be ready before January 1, 2026. Stay compliant with the new OHSA cleaning record law using Optisolve’s SAVI platform. From tracking to reporting to dual posting options, we make compliance effortless. Schedule a demo today and be audit-ready.