C21-5

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

• Legal requirements
  
  The requirements of the Regulatory Reform (Fire Safety) Order 2005, which came into effect on 1 October 2006, adopt a self assessment approach to Fire Safety in the workplace. The legislation places certain duties on the ‘responsible person’ for the premises, one of which is to ensure that a suitable and sufficient fire risk assessment is carried out; when there are five or more staff employed this assessment should be recorded.
  
  The assessment set out in this document is an evaluation of the Life Safety measures and is intended to satisfy the requirements of the Regulatory Reform (Fire Safety) Order 2005.
  
  This fire risk assessment should be reviewed periodically and in the event of:
  
  • Changes to the work activities or the way they are organised, including the introduction of
  new equipment.
  • Alterations to the building(s), including the internal layout.
  • The introduction, change of use or increase in the storage of hazardous substances.
  • The failure of fire precautions, e.g. fire detection and alarm systems or sprinkler systems.
  • Significant changes to the type and quantity and/or method of storage of combustible materials.
  • Significant changes in the occupancy levels.
  • A significant change in the mobility level or other factors influencing the response of visitors or staff in an emergency.
  • Changes to the management of the organisation.
  
  Further guidance on the standards required within this risk assessment can be found on the ‘Fire safety law and guidance documents for business" web site. These are available as a free download from:
  
  https://www.gov.uk/government/collections/fire-safety-law-and-guidance-documents-for-business
  
  The guidance is designed for employees, managers and occupiers of businesses and will give guidance on how to comply with the fire safety order.
  
  The Dangerous Substances and Explosive Atmospheres Regulations 2002 require specific risk assessment however are considered during the fire risk assessment process.
  
  Control of Substances Hazardous to Health Regulations 2002 require specific risk assessment however are considered during the fire risk assessment process.
  
  Action Plan
  
  The action plan set out at the end of this document has been prepared in response to the significant findings of this fire risk assessment. As remedial actions are taken, evidence should be compiled and records kept showing who completed the remedial actions and the date. All actions should be signed off and dated when completed.
  
  Type of Assessment
  
  This assessment is carried out to satisfy the Regulatory Reform (Fire Safety) Order 2005 and is a Type 3 visual assessment of the common parts and all rooms.
  
  The inspection of the building is visual non-invasive but where possible will seek to examine any cupboards and voids where safe to do so and so far as is reasonably practicable.
  
  The assessment will also seek to identify the provision of an adequate fire alarm. Any general comments regarding furnishing standards has been included in the significant findings.
  
  This assessment only considers the risk to life from fire to ensure compliance with fire safety legislation. The report does not address the risk to property or business continuity from fire.
  
  The standard adopted for this Fire Risk Assessment is based upon the general guidance given in the Standards issued by Approved Document B of the Building Regulations
  
  Emergency plans
  
  You need to have an emergency plan for dealing with any fire situation.
  
  The purpose of an emergency plan is to ensure that the people in your premises know what to do if there is a fire and that the premises can be safely evacuated.
  
  Your emergency plan should be based on the outcome of your fire risk assessment and be available for residents, staff and other relevant persons such as the enforcing authority.
  
  In simple premises the emergency plan may be no more than a fire action notice but whatever form the plan takes it must be communicated to and understood by all residents.
  
  The emergency plan could include:
  • how people will be warned if there is a fire;
  • what residents, staff, visitors (including disabled) and contractors should do if they discover a fire;
  • how the fire and rescue service and any other necessary services will be called and who will be responsible for doing this;
  • how the evacuation of the premises should be carried out;
  • where people should assemble after they have left the premises and procedures for checking whether the premises have been evacuated;
  • arrangements for the safe evacuation of people identified as being especially at risk, such as young children and babies, those with disabilities, contractors, members of the public and visitors;
  • contingency plans for when life safety systems, such as evacuation lifts, fire detection and warning systems, sprinklers or smoke control systems are out of order;
  
  Maintenance Schedule & Relevant British Standards
  
  Daily
  • Fire alarm indicator panel for normal condition. BS5839-1
  • Indicator lights in emergency lighting units.
  • Electro-magnetic exit door systems BS7273-4
  
  Weekly
  • Fire alarms (Weekly testing) BS 58391 & 2
  • Fire Extinguishers (Visual inspection) BS 5306-3
  • Fire Blankets FIA Code of practice
  • Automatic suppression systems (Fault Check) EN 12845, EN 15004
  • Fire resisting door (magnetic holding devices), electric plugs, waste bins etc BS 7273-4
  • Smoke control systems BS 9999, BS 7346-8
  
  Monthly
  • Emergency Lighting (activation test) BS 5266-8
  • Fire alarm (if automatic generator is used) BS 5839-1
  
  Quarterly
  • Fire alarm BS 5839-1
  • Any automatic fire suppression systems BS EN 12845, EN 15004, BS 5306-4
  • Smoke Control Systems BS 9999, BS 7346-8
  • 6 Monthly
  • Fire Alarm BS5839-1
  • Electro-magnetic door holders BS 7273-4
  • Kitchen Extract Systems B&ES TR/19
  
  Annually
  • Fire alarm BS 5839-1
  • Fire extinguishers BS 5306-3
  • Escape lighting (Full duration (discharge) BS5266-8
  • Fire blankets FIA code of practice
  • Any automatic fire suppression systems BS EN 12845, EN 15004, BS9251
  • Kitchen Suppression BS EN 16282-7
  • Smoke control systems BS9999, BS 7346-8
  • Lightning Protection Systems (11 or 13 months) BSEN 62305 for systems that post-date 1st September 2008 and BS 6651 prior
  • Gas Installations (Gas Safe Registered Member) Gas Safety (Installation and Use) Regulations 1998 (Amended)
  • Portable Appliance Testing (PAT) HSE Guidance
  • Kitchen Extract Systems B&ES TR/19
  
  5 Yearly
  • Fire Extinguishers (extended Service) BS 5306-3
  • Commercial fixed wiring installation test BS 7671
  
  10 Yearly
  • Carbon Dioxide Fire Extinguisher (Hydrostatic Test) BS 5306-3
  • Residential fixed wiring installation test BS 7671

Seed Delivery

• Is the presence of weeds identified as a hazard?

  Yes

  No

  N/A

• Are 'out of specification seed sizes' identified as a hazard?

  Yes

  No

  N/A

• Is cross contamination with other seeds identified as a hazard?

  Yes

  No

  N/A

• Is 'inaccurate seed identification' identified as a hazard?

  Yes

  No

  N/A

• Does ad hoc testing take place to ensure compliance with FERA Seed Industry Standards?

  Yes

  No

  N/A

• Does import/export clearance take place?

  Yes

  No

  N/A

• Is there compliance with Raw Material Specification?

  Yes

  No

  N/A

• Is Raw Material Specification used as a monitoring procedure?

  Yes

  No

  N/A

• Is traceability used as a monitoring procedure?

  Yes

  No

  N/A

• Are records used as a monitoring procedure?

  Yes

  No

  N/A

• Are both physical and electronic copies kept for Incoming Goods Checks records?

  Yes

  No

  N/A

• Are both physical and electronic copies kept for Traceability records?

  Yes

  No

  N/A

• Are both physical and electronic copies kept for Non-conforming Goods records?

  Yes

  No

  N/A

• Are checks carried out with each delivery?

  Yes

  No

  N/A

• Is the Seed Manager aware of their responsibility to carry out checks?

  Yes

  No

  N/A

• Is the Managing Director/Production Manager/Seed Manager aware of their responsibility for corrective actions?

  Yes

  No

  N/A

Seed Storage

• Is high temperature/high humidity identified as a hazard?

  Yes

  No

  N/A

• Is high humidity & temperature maintained in a controlled room?

  Yes

  No

  N/A

• Are temperatures kept at 12- 18°C for seed storage?

  Yes

  No

  N/A

• Is 10% relative humidity kept as a target level for seed storage?

  Yes

  No

  N/A

• Are temperature & humidity readings kept and on display?

  Yes

  No

  N/A

• Are manual back up checks used as a monitoring procedure?

  Yes

  No

  N/A

• Are seed storage checks carried out daily?

  Yes

  No

  N/A

• Is the Seed Manager aware of their responsibility to carry out checks?

  Yes

  No

  N/A

• Is the Managing Director/Production Manager/Seed Manager aware of their responsibility for corrective actions?

  Yes

  No

  N/A

Machine cleaning & set up

• Has physical contamination been identified as a hazard?

  Yes

  No

  N/A

• Has the use of incorrect seeds been identified as a hazard?

  Yes

  No

  N/A

• Has the incorrect counting of seeds been identified as a hazard?

  Yes

  No

  N/A

• Has the poor sealing of products been identified as a hazard?

  Yes

  No

  N/A

• Are staff trained to clean machines?

  Yes

  No

  N/A

• Are machines cleaned between each seed batch?

  Yes

  No

  N/A

• Does machine cleaning comply with Finished Product Specification?

  Yes

  No

  N/A

• Are copies of QC Checks & Traceability records kept?

  Yes

  No

  N/A

• Are machines cleaned with each production batch?

  Yes

  No

  N/A

• Are the production management & QC staff aware of their responsibility to carry our checks?

  Yes

  No

  N/A

• Is the Managing Director/Production Manager aware of their responsibility for corrective actions?

  Yes

  No

  N/A

Rewinder stage

• Are seeds out of specification?

  Yes

  No

  N/A

• Is foreign matter present?

  Yes

  No

  N/A

• Are staff trained ensuring products are in specification?

  Yes

  No

  N/A

• Are visual inspections carried out to ensure compliance with Finished Product Specification?

  Yes

  No

  N/A

• Are physical copies of Seed QC Checks and Traceability records kept and scanned weekly?

  Yes

  No

  N/A

• Are checks made at each production batch?

  Yes

  No

  N/A

• Is the Production Manager aware of their responsibility to carry out checks?

  Yes

  No

  N/A

• Is the Managing Director/Production Manager aware of their responsibility for corrective actions?

  Yes

  No

  N/A

Metal Detection

• Has metal detection been identified as a hazard?

  Yes

  No

  N/A

• Are staff trained in procedures of metal detection and maintenance?

  Yes

  No

  N/A

• Are metal detection and calibration records maintained?

  Yes

  No

  N/A

• Are checks made as frequently as either every 2 hours or as frequently as the specific customer requests?

  Yes

  No

  N/A

• Do all staff perform checks as authorised by SC & LC?

  Yes

  No

  N/A

• Do team leaders on late shifts perform checks?

  Yes

  No

  N/A

• Is the Seed Manager/Production Manager aware of their responsibility for corrective actions?

  Yes

  No

  N/A

Product Release

• Do products comply with specification?

  Yes

  No

  N/A

• Are labels on products checked?

  Yes

  No

  N/A

• Are products put straight into cartons?

  Yes

  No

  N/A

• Are products sealed by operatives and then recorded?

  Yes

  No

  N/A

• Are all products released only by an authorised person?

  Yes

  No

  N/A

• Are records kept for QC Checks, analytical results, cleaning and maintenance?

  Yes

  No

  N/A

• Are checks performed at each production batch?

  Yes

  No

  N/A

• Is an authorised person aware of their responsibility to carry out checks?

  Yes

  No

  N/A

• Is the Production Manager aware of their responsibility for corrective actions?

  Yes

  No

  N/A