# What Does 'Readily Accessible' Actually Mean Under Ontario Bill 190

Since Ontario's Bill 190 came into full force on January 1, 2026, one phrase keeps coming up in conversations with HR managers, facility teams, and property managers across the province:

*"Readily accessible."*

The regulation is clear that washroom cleaning records must be readily accessible to workers. What's less clear to many employers is exactly what that means in practice — and more importantly, what it doesn't mean.

Getting this wrong isn't a technicality. Ministry of Labour inspectors are actively visiting workplaces and the difference between compliant and non-compliant often comes down to this single requirement.

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## What the Regulation Actually Says

Ontario Regulation 480/24 under the Occupational Health and Safety Act states that employers must make washroom cleaning records available to workers in one of two ways:

**Option 1 — Physical posting** The record must be posted in a conspicuous place in or near the washroom facility where it is likely to come to the attention of workers.

**Option 2 — Electronic access** The record may be made available electronically, provided workers are given clear instructions on where and how to access it.

Both options are legally acceptable. The key word in both cases is the same: the record must be somewhere workers will actually notice it and can access it without asking anyone for help.

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## What 'Readily Accessible' Does NOT Mean

This is where many Ontario employers are currently falling short. Here are the most common mistakes:

**Keeping records in a binder in the supervisor's office** This is not readily accessible. A worker should not have to find a supervisor, ask for the binder, and wait for it to be retrieved. The record must be available without any intermediary step.

**Storing records in a shared drive that requires a login** If a worker needs credentials they don't already have, or needs to ask IT for access, the record is not readily accessible.

**Posting records at the end of a hallway far from the washroom** The regulation specifies the record must be posted in or near the washroom facility. A sign at the other end of the building does not meet this standard.

**Emailing records to workers on request** Providing records only when asked does not meet the readily accessible standard. Workers must be able to access them on their own, without making a request.

**Only making records available during business hours** If your facility operates outside of regular hours — evening shifts, weekends, overnight cleaning crews — records must be accessible during those hours too.

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## What 'Readily Accessible' DOES Mean

In plain terms, a worker walking up to any washroom in your facility should be able to see the cleaning record — or know exactly how to access it — without asking a single person for help.

The most straightforward ways to achieve this:

**A paper log posted inside or outside the washroom door** Simple, low-tech, and compliant — as long as it's kept current and the two most recent cleaning times are clearly visible.

**A QR code posted near the washroom** When scanned, the QR code links directly to the digital cleaning record for that specific washroom. Workers access it instantly on their phone. No app download required, no login, no request.

**A digital display or tablet mounted near the washroom** In facilities where personal devices aren't permitted, a shared device preloaded with the cleaning record for that washroom meets the requirement — provided workers are told it's there and how to use it.

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## The Instructions Requirement — Often Overlooked

If you're using a digital or electronic system, Bill 190 has an additional requirement that many employers miss entirely.

You must provide workers with **clear instructions** on where and how to access the records.

This means it's not enough to have a QR code on the washroom door if workers don't know what it's for. You need to actively communicate to your workforce:

*   That cleaning records are now available
    
*   Where to find them (QR code location, shared device location, or URL)
    
*   How to access them (scan the code, visit the link, etc.)
    

The simplest way to handle this is a brief notice posted in common areas — lunchrooms, notice boards, or internal communication channels — explaining the system when you first launch it.

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## How to Audit Your Current Setup

Walk through your facility right now and ask these questions for each washroom:

✅ Can a worker access the cleaning record without asking anyone for help?

✅ Is the record posted in a visible location in or near the washroom?

✅ Does the record show the date and time of the two most recent cleanings?

✅ If using a digital system, have workers been given instructions on how to access it?

✅ Are records accessible on all shifts, not just during business hours?

If you answered no to any of these, you have a compliance gap that an inspector could flag today.

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## The Easiest Way to Nail This Requirement

A QR code posted near each washroom that links directly to a live digital cleaning record is the cleanest solution to the readily accessible requirement. It works on any smartphone, requires no login, is available 24 hours a day, and gives workers instant access to exactly what the regulation requires.

VeriClean does exactly this. Each washroom gets a printed QR code. Workers scan it and immediately see the two most recent cleaning times. Cleaners scan the same code to log their clean. Managers see everything in a real-time dashboard.

No paper to maintain. No binder to track down. No compliance gap.

[**See how VeriClean works at vericlean.ai →**](https://vericlean.ai)

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## Frequently Asked Questions

**Can workers access cleaning records on a shared company device?** Yes — as long as the device is accessible to workers without needing to ask anyone for it, and workers have been given instructions on how to use it.

**Do cleaning records need to be accessible outside of business hours?** Yes. If your facility operates outside of regular business hours, records must be accessible during those hours too.

**What if a worker doesn't have a smartphone to scan a QR code?** You must ensure records are accessible to all workers. If some workers don't have smartphones, you should provide an alternative access method such as a shared device or a physical posted record.

**Does the readily accessible requirement apply to construction sites?** Yes, with additional requirements. Construction sites must also maintain a full six-month cleaning history, not just the two most recent cleanings.

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*This article is for informational purposes only and does not constitute legal advice. For compliance guidance specific to your workplace, consult a qualified legal advisor or visit ontario.ca.*

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