Health and Safety Audit

Information

Document No.
Audit Title
Client / Site
Conducted on
Prepared by
Location
Personnel

1. MANAGEMENT OF SAFETY

1.1 Is there a written Health and Safety Policy signed and dated by the senior person in the company?
GUIDANCE:
Effective health and safety policies set a clear direction for the organisation to follow. They contribute to all aspects of business performance as part of a demonstrable commitment to continuous improvement. Responsibilities to people and the environment are met in ways which fulfil the spirit and letter of the law. Stakeholders' expectations in the activity (whether they are shareholders, employees, or their representatives, customers or society at large) are satisfied. There are cost-effective approaches to preserving and developing physical and human resources, which reduce financial losses and liabilities.
RECOMMENDATIONS
1.2 Is there evidence of employee involvement in the development of the policy?
GUIDANCE:
It is a legal requirement for all employees in Great Britain to be consulted, not just informed, about those health and safety issues in the workplace that affect them. Participation by employees supports risk control by encouraging their 'ownership' of health and safety policies. It establishes an understanding that the organisation as a whole, people working in it, benefit from good health and safety performance.
RECOMMENDATIONS
1.3 Is the policy reviewed when the are changes in the Operation/processes or legislation?
GUIDANCE:
A key function for successful health and safety management needs to take into account formulating and developing policy. This includes identifying key objectives and reviewing of progress against them as we'll as reviewing to ensure legislation is updated and that staff are aware of these changes.
RECOMMENDATIONS
1.4 Have health and safety responsibilities been identified for all members of staff and are they documented and communicated?
GUIDANCE:
The health and safety responsibilities should explain what is to be done and how. It may involve applying specific procedures or systems of work and the use of specific documents or equipment because of legal duties. Some examples might be:
RECOMMENDATIONS
1.5 Have employees been informed of their legal responsibilities?
GUIDANCE:
The Safety Representatives and Safety Committees Regulations 1977 and the Health and Safety (Consultation with Employees) Regulations 1996 require the employer to consult their employees, or their representatives, on health and safety issues.
RECOMMENDATIONS
1.6 Have competent person(s) been appointed to provide Health and Safety Assistance?
GUIDANCE:
Employers are solely responsible for ensuring that those they appoint to assist them with health and safety measures are competent to carry out the tasks they are assigned and are given adequate information and support.
RECOMMENDATIONS
1.7 Is there a hazard reporting system?
GUIDANCE:
There should be a system in place to allow the reporting of all unsafe conditions and acts, providing detailed information to assist in preventing re-occurrence.
RECOMMENDATIONS
1.8 Are suitable and sufficient task based risk assessments carried out?
GUIDANCE:
Risk assessments must be suitable and significant and should contain the following information:

-Activity or Operation being undertaken;
-A statement of significant hazards identified;
-The control measures in place and the extent that they control the risk;
-The population exposed to the risk;
-Date of assessment and review
RECOMMENDATIONS
1.9 Are all site tasks with significant risks given priority?
GUIDANCE:
The assessments process needs to focus on those activities that pose significant risks to health; the trivial need not be assessed providing their triviality is obvious.
RECOMMENDATIONS
1.10 Are the assessments recorded?
GUIDANCE:
Employers with five or more employees must record the significant findings of the risk assessment.
RECOMMENDATIONS
1.11 Have appropriate risk control measures been implemented?
GUIDANCE:
The basic principle of controlling risks in the workplace is to either remove the risk or to control it's possible impact. Any control measures that are introduced should be designed to:

Reduce the likelihood of an injury occurring by introducing appropriate control measures;
Reduce the number of people that are likely to be exposed to the risk or ensuring that vulnerable persons are not affected;
Reduce the likely severity of injury that could be suffered.
RECOMMENDATIONS
1.12 Are risk assessments reviewed in a scheduled basis and as a result of an accident?
GUIDANCE:
Legislation requires that assessments are reviewed and revised when there is reason to suspect that they are no longer valid or there has been a significant change in the matters to which it relates.
RECOMMENDATIONS
1.13 Are risk control measure reviewed in a scheduled basis?
GUIDANCE:
Risk assessments should be reviewed and if necessary revised on a programmed basis. They should also be reviewed following an accident investigation.
RECOMMENDATION
1.14 Are there written safe procedures for all jobs with a significant risk to health and safety?
GUIDANCE:
It is the duty of every employer to provide systems of work that are, so far as is reasonably practicable, safe and without risk to health in compliance with Section 2 of the Health and Safety at Work etc. Act, 1974.

Simple instruction may be adequate for some tasks. Others may require a written procedure. Hazardous work! Such as entering a confined space should be controlled by a Permit to Work.

Systems should cover all aspects of activities- Personal Protective Equipment, hazardous Locations, Maintenance, Tools and Equipment, Suitably Qualified personnel, Training, Legislation which applies to the Job, British Standards etc.; should be available and referred to.
RECOMMENDATIONS
1.15 Are employees made aware of and instructed in the application of safe systems of work?
GUIDANCE:
Safe systems of work must be communicated to all relevant personnel, and formal training given if the risk is significant.
RECOMMENDATIONS
1.16 Are the safe systems of work monitored?
GUIDANCE:
Inspections an monitoring of the safe systems or work must be carried out to ensure that the control measures are effective. Safe systems of work should also be reviewed on a regular basis or when monitoring identifies a potential problem.
RECOMMENDATIONS
1.17 Are employees provided with applicable Health & Safety information?
GUIDANCE:
Employers must provide their employees with comprehensive and relevant information on:

Risks to their Health and Safety;
Preventative and protective measures;
Emergency procedures;
Persons with special emergency duties;
Hazards associated with other activities in this area.
RECOMMENDATIONS
1.18 Are arrangements in place to inform contractors of the risks associated with the premises and the relevant safety and emergency arrangements.
GUIDANCE:
Before contractors commence work on employers premises, the employer must ensure that the contractors employer is provided with comprehensive information on the risks associated with working in the premises, the relevant safety and emergency procedures and persons with emergency duties. Similarly contractors must inform the host employers of the risks associated with their work. The requirements also apply to agency and other temporary personnel.
RECOMMENDATIONS
1.19 Has a person been appointed with overall responsibility for reporting accidents to the enforcing authority?
GUIDANCE:
Certain decrees of injury and ill health must be reported to your enforcing authority. Refer to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.
RECOMMENDATIONS
1.20 Is there an accident book for social security purposes available?
GUIDANCE:
All work related injuries, including those where only first aid treatment has been given, must be recorded in an accident book that complies with the Data Protection Act 1998.

The primary concern of the Data Protection Act is to safeguard personal information - ensuring it is not abused, misused or even disclosed to people who do not have just cause to view it. Under the Data Protection Act, personal information must not be disclosed by any means and therefore every organisation using the traditional form of accident book needs to change their accident recording process. The Health & Safety Executives revised accident book allows full details of accidents to be recorded, along with details of those affected by the accidents, however, the personal information about individuals can be easily detached for storage in an alternative secure location.
RECOMMENDATIONS
1.21 Are the requirements of RIDDOR understood?
GUIDANCE:
Certain injuries, diseases and dangerous occurrences, as specified in the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) must also be reported to the enforcing authority.
RECOMMENDATIONS
1.22 Are accident/incident investigations carried out by senior management?
GUIDANCE:
All significant accidents and dangerous occurrences must be thoroughly investigated and written reports produced. In addition to satisfying legal requirements, reports should be used to enable prompt action to be taken to prevent recurrence, to desist in monitoring the Health and Safety Policy, to assist in planning to provide feedback on systems of work etc.
RECOMMENDATIONS
1.23 Are the investigations recorded?
GUIDANCE:
Investigations should be recorded and maintained to allow analysis of trends.
RECOMMENDATIONS
1.24 Is there a system in place to prevent re-occurrence?
GUIDANCE:
Lessons should be learnt from the finding of the investigation and steps taken to prevent re-occurrence. Risk assessments must also be reviewed to ensure adequacy.
RECOMMENDATIONS
1.25 Has the company implemented the Working Time Reguations?
GUIDANCE:
These regulations limit the amount of hours employees can work each week to 48 hours. This is averaged over a period of 17 weeks.
RECOMMENDATIONS

2. TRAINING & COMPETENCY

2.1 Have you identified the competency requirements for each post/job including contractors?
GUIDANCE:
Systems should be in place to identify the minimum competency requirements to enable an individual to undertake a specific task.
RECOMMENDATIONS
2.2 Are all new employees and contract staff given induction training before commencing work?
GUIDANCE:
Everyone who works for you, including self-employed people, need to know how to work safely and without risks to health. Personnel need to know about your health and safety policy, your arrangements for implementing it, and the part they play. They also need to know how they can raise any health and safety concerns with you. New recruits need basic induction training into how to work safely, including arrangements for first aid, fire and evacuation.
RECOMMENDATIONS
2.3 Have all positions within the organisation been assess for their training needs?
GUIDANCE:
The management of Health and Safety at Work Regulations (as amended)2006, requires employees to identify situations where health and safety training is particularly important, e.g. When people start work, on exposure to new or increased risks and where existing skills may have become rusty or need updating.
RECOMMENDATIONS
2.4 Has suitable training been provided?
GUIDANCE:
The Health and Safety at Work etc Act 1974 requires the employer to provide whatever information, instruction, training and supervision as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of their employees.
RECOMMENDATIONS
2.5 Is refresher training carried out at appropriate intervals (at all levels in the organisation)?
GUIDANCE:
Refresher training is often essential in keeping persons at the correct level of competence. The frequency of such refresher should be at the discretion if the employer.
RECOMMENDATIONS
2.6 Are training records kept, and are they up to date?
GUIDANCE:
Any training employers give to employees should be documented to enable employers to prove their staff's competence.
RECOMMENDATIONS

3. PERSONAL PROTECTIVE EQUIPMENT (PPE)

3.1 Has an assessment of the suitability of the equipment for its use been made?
GUIDANCE:
Employers need to choose good quality equipment, which is CE-marked. The equipment must be suitable and sufficient for the job in hand, so each job needs to be assessed.
RECOMMENDATIONS
3.2 Is a record kept of the assessment?
RECOMMENDATIONS
3.3 Is there a procedure in place to ensure that PPE is maintained?
GUIDANCE:
Regular maintenance of the equipment needs to be undertaken to check for damage.
RECOMMENDATIONS
3.4 Are records kept of maintenance, tests and examinations?
GUIDANCE:
The results of such examination and testing should be recorded.
RECOMMENDATIONS
3.5 Is provision made for the safe storage of PPE?
GUIDANCE:
Storage of personal protective equipment must be in a dry, clean place and have replacement and spare equipment to hand.
RECOMMENDATIONS
3.6 Are personnel trained in the use of PPE and are records of the training kept?
GUIDANCE:
Employees must be given suitable information, instruction and training to enable them to use the PPE provided to effectively protect them against workplace hazards. They should be aware of why PPE is required, how to correctly fit and wear it and what it's limitations are. Personnel responsible for the maintenance and testing will require suitable training.
RECOMMENDATIONS
3.7 Is the use of PPE adequately monitored and supervised?
GUIDANCE:
Supervisors must be aware why PPE is necessary and how it should be used correctly. Monitoring should be recorded.
RECOMMENDATIONS
3.8 Are losses and defects of PPE reported?
GUIDANCE:
Employees have a duty to take reasonable care of PPE and must report any losses or obvious defects as soon as possible.
RECOMMENDATIONS

4. EMERGENCY ARRANGEMENTS

4.1 Are there plans for dealing with all reasonably foreseeable emergencies?
GUIDANCE:
Emergency procedures need to be planned and general precautions put in place. These precautions must be amended to ensure all reasonably foreseeable emergencies are considered.
RECOMMENDATIONS
4.2 Are there notices displayed on how to respond to emergencies?
GUIDANCE:
Action notices should be clearly displayed where everyone on site will see them (for example at five points, site entrances, or in canteen areas)
RECOMMENDATIONS
4.3 Are persons nominated to carry out essential actions, including an incident controller?
GUIDANCE:
Persons should be nominated who will control the emergency response and carry out essential actions, such as emergency plant shut-down.
RECOMMENDATIONS
4.4 Are drills and exercises carried out on a regular basis, and are records kept?
GUIDANCE:
Drills and exercises should be carried out on a regular basis to ensure employee familiarity with emergency procedures.
RECOMMENDATIONS
4.5 Is instruction and training given to all employees?
GUIDANCE:
All affected personal should be given adequate information to ensure their safety in the event of an emergency. Persons with specific duties in the emergency plan should receive additional training.
RECOMMENDATIONS
4.6 Are all emergency escape routes clearly marked, unconstructed, and are emergency exits kept permanently unlocked?
GUIDANCE:
Always ensure that except routes are not obstructed, particularly in corridors and on stairways where storage could be dislodged by people escaping or cause them to trip. Emergency doors should not be locked or fastened that they cannot be easily and immediately opened by any person who may be required to use them in the event of an emergency.
RECOMMENDATIONS
4.7 Have five risk assessments been carried out?
GUIDANCE:
The Fire Regulatory Reform (Fire Safety) Order 2005 now place duties on employers to safeguard the safety of employees in case of a fire.

The measures needed to comply with these duties should be identified by carrying out a risk assessment, a required by the Management of Health and Safety at Work Regulations (as amended) 2006. This assessment of fire rim can either be carried out as part of the assessment of other health and safety risks, or as a completely separate exercise.
RECOMMENDATIONS
4.8 Are all fire doors fitted with closers to maintain compartment integrity?
GUIDANCE:
Self-closing fire-resisting doors should be checked to ensure doors close fully, including those fitted with automatic release mechanisms. Where fire doors are provided they should be fitted with effective self-closing devices and levelled 'Fire Door -Keep Shut'. Fire doors to cupboards and service ducts need not be self-closing, provided they are locked and labelled 'Fire Door -Keep Locked Shut'
RECOMMENDATIONS
4.9 Are the number, type and location of extinguishers adequate for the level of risk?
GUIDANCE:
The extinguishing equipment needed depends on the risk of fire occurring and the likely consequences if it does. Fore equipment needs to be positioned at locations where it is most likely to be needed, and where it is easily accessible. The location of fire-fighting equipment and how to use it should be clearly indicated, with the right type of extinguisher media provided for the type of fire that may occur in a particular location.
RECOMMENDATIONS
4.10 Are the extinguishers regularly examined, tested and inspected and are records kept?
GUIDANCE:
As well as selecting the right number, type and location of extinguishers adequate for the level of risk, the equipment provided must also be maintained to ensure that it will work if needed in the case of n emergency. Fire-fighting equipment should be checked regularly by a competent person - often conducted annually by a representative of the manufacturer,
RECOMMENDATIONS
4.11 Is the emergency lighting regularly examined, tested and inspected and is a log kept?
GUIDANCE:
Whichever type of system is chosen, it must be adequately maintained in accordance with the manufacturers recommendations, BS5266-1, Part 1, also contains guidance which describes the different types of inspection and testing that should be carried out; daily, monthly, six-monthly, three-yearly and annually. A record of these inspections should also be kept. Emergency lighting should be provided in workrooms where sudden lose of light would present s serious risk (for example if process plant needs to be shut down under manual control or if a potentially hazardous process needs to be made safe) and could not be done safely without lighting.
RECOMMENDATIONS
4.12 Has an assessment been made of the company's first aid requirements?
GUIDANCE:
The Health and Safety (First-Aid) Regulations 1982 require you to provide adequate and appropriate equipment, facilities and personal to enable first aid to be given to your employees if they are injured or become ill at work. What is adequate and appropriate will depend on the circumstances in your workplace, therefore, an assessment must be made.
RECOMMENDATIONS
4.13 Are there adequate numbers or trained First Aiders?
GUIDANCE:
It is not possible to give hard and fast rules on when or how many First Aiders or appointed persons might be needed. This will depend on the circumstances of each particular organisation or worksite. How many First Aiders or appointed persons may be needed in relation to categories of risk and number of employees, it is the company who need to assess the first-aid needs in r light of their particular circumstances.
RECOMMENDATIONS
4.14 Are First Aiders easily identifiable?
GUIDANCE:
The names and location of First Aiders should be displayed in the building.
RECOMMENDATIONS
4.15 Are there adequate first aid kits available?
GUIDANCE:
Contents of First Aid kits should be in accordance with BS-8599
RECOMMENDATIONS
4.16 Are the first aid boxes regularly inspected?
GUIDANCE:
There is no standard list of items to put in s first-aid box. It depends on what you assess the needs are. The first aid box does however; need to be inspected on s regular basis to ensure that, if an accident occurred, the employer had the correct stock to deal with it.
RECOMMENDATIONS

5. WORKPLACE

5.1 Have management addressed the requirements of the workplace (Health, Safety and Welfare) Regulations 1992?
GUIDANCE:
The subject of workplace safety and welfare covers a wide range of issues, namely:

Maintaining the internal work environment, such as ventilation, heating and lighting;
Preventing persons falling from height or being struck by falling objects;
Providing a safe workplace;
Maintaining the workplace and its equipment in a safe condition;
Providing adequate welfare facilities such as sanitary and washing facilities;
Ensuring safety in the storage of goods and materials.
RECOMMENDATIONS
5.2 Are inspections carried out of the workplace using a defined checklist?
GUIDANCE:
Regular inspections re invaluable in identifying hazards before they cause harm. The use of a checklist will ensure a consistent approach and allow the user to identify possible trends.
RECOMMENDATIONS
5.3 Has an assessment been carried out to identify the risks of moving vehicles /machinery and people?
GUIDANCE:
The control of pedestrian movement within this workplace should be carefully considered, allowing for both possibilities of pedestrians and vehicles coming into contact with one another and the suitability of the routes that are allocated for pedestrian use.
RECOMMENDATIONS
5.4 Are storage racks bolted to the floor and/or walls?
GUIDANCE:
The Storage Equipment Manufacturers Association (SEMA) produce code of practice which detail the proper design and installation of racking. All systems should be installed where applicable according to this code.
RECOMMENDATIONS
5.5 Are any racks damaged or showing signs of overloading?
GUIDANCE:
Although racking is strong and designed to last it is still often subject to overloading and damage by mechanical handling equipment. This sometimes leads to catastrophic failure of the structure. The possibility of racking failure occurring can be reduced by:

-Ensuring the racking is suitable for the operations being carried out;
-Protecting vulnerable uprights on corners by providing steel protectors;
-Securing uprights to the floor;
-Ensuring that beams are not overloaded;
-Allowing adequate clearances between rows of racking;
-Carrying out regular inspections;
-Encouraging employees to report damage;
-Ensuring that only competent persons attempt repairs or replacements.
RECOMMENDATIONS
5.6 Are all workplaces adequately ventilated?
GUIDANCE:
All workplaces must be ventilated by a suitable and sufficient supply of air. The air can either by fresh or purified but must be in sufficient quantity.

Ventilation of the workplace serves several functions, namely;

-To provide sufficient air for breathing;
-To dilute contaminants released into the workplace;
-To remove odours and tobacco smoke;
-To provide a cooling effect.
RECOMMENDATIONS
5.7 Is appropriate heating provided?
GUIDANCE:
The employer is under a duty to ensure that, during working hours, all workplaces inside buildings are maintained at a suitable temperature. They must also ensure that no injurious or offensive fumes enter the workplace via the heating system. Exceptions for temperature control are provided for areas where people only work for short periods (unoccupied rooms). Poor working temperatures can result in an inefficient workforce and, at the extremes, may cause accidents.

The Approved Code of Practice suggest a minimum temperature in workrooms should normally be at least 16 degrees Celsius if much of the work indoors involves severe physical effort. These temperatures are not absolute legal requirements; the employers essential duty is to determine what reasonable comfort will be in the particular circumstances.
RECOMMENDATIONS
5.8 Is lighting adequate in all areas?
GUIDANCE:
Lighting in the workplace must perform three functions:

-Provide a safe working environment;
-Allow work to be done efficiently and safely;
-Create the appropriate visual environment.
RECOMMENDATIONS
5.9 Are floors and traffics routes unobstructed and free from defects?
GUIDANCE:
Standards of cleanliness and the frequency of cleaning depends on the nature of activities being carried out, the construction of premises and, to some extent, the standard of maintenance (e.g. Leaks etc.) As a guide office floors and indoor traffics routes should be cleaned at least weekly but workplaces where dirt or refuse accumulate may need to be cleaned daily.
RECOMMENDATIONS
5.10 Is there adequate space available for the work activities?
GUIDANCE:
There should be sufficient unoccupied space and adequate height to allow free movement of people within the room and clear access to all workstations.
RECOMMENDATIONS
5.11 Have all risks from falls or falling items been assessed and are adequate precautions in place?
GUIDANCE:
The workplace must be designed, constructed and maintained to prevent:
- Persons falling a distance likely to cause injury;
- Items falling and striking persons;
- Persons falling into a pit, tank etc. containing a dangerous substance.

This can be achieved through:
- Designing the workplace to remove risks;
- Providing fixed barriers or covers;
- Safe working procedures;
- Storing items securely;
- Providing Personal Protective Equipment
RECOMMENDATIONS
5.12 Are washrooms provided with adequate hot and cold water?
GUIDANCE:
Washing facilities should be:

-Located in the immediate vicinity of a toilet;
-Provided with hot and cold water at a suitably controlled temperature (running water where practicable);
-Provided with soap and hand-drying facilities.
RECOMMENDATIONS
5.13 Is drinking water provided and Is the tap clearly labelled?
GUIDANCE:
A readily accessible wholesome water supply must be provided in the workplace. The water should:

-Be supplied, where possible, directly from the mains supply;
-Be supplied from a sealed cistern where the above is not possible;
-Comply with any water authority bye law;
-Be supplied with cups and drinking vessels which are kept clean;
-Not be contaminated from the work activities or workplace;
-Be appropriately marked if it could be confused with other supplies.
RECOMMENDATIONS
5.14 Are facilities provided for workers to eat meals?
GUIDANCE:
Every workplace must have suitable rest facilities provided in rest rooms or rest areas. Seats should be provided in the workplace to allow employees the opportunity to sit when the work permits and during rest breaks. Tables should also be provided.
RECOMMENDATIONS
5.15 Is the approved Safety Legislation poster prominently displayed?
GUIDANCE:
It is recommended that the approved Safety Poster in current legislation be displayed in a readable condition, in an accessible location, so that it can be easily seen and read by employes. Also, the name and address of your local enforcing authority and the address if the EMAS for the area must be displayed.
RECOMMENDATIONS
5.16 Is the Employers Liability Certificate available for inspection by interested parties?
GUIDANCE:
A copy of the Employers Liability Certificate must be available for inspection.
RECOMMENDATIONS
5.17 Do all signs conform to the Health and Safety (Safety Signs and Signals) Regulations 1996?
GUIDANCE:
A safety sign is required in situations where risks to health and safety cannot be avoided or adequately controlled by other means. The sign cannot be totally text. If any signs currently present in a workplace do not include a pictogram a suitable sign must replace them, or a pictogram be added.
RECOMMENDATIONS
5.18 Do all signs conform to the Health and Safety (Safety Signs and Signals) Regulations 1996?
GUIDANCE:
A safety sign is required in situations where risks to health and safety cannot be avoided or adequately controlled by other means. The sign cannot be totally text, if any signs currently present in a workplace do not include a pictograms, a suitable sign must replace them, or a pictograms added.
RECOMMENDATIONS
5.19 Are the premises adequately secure, and is the identity of visitors checked prior to their admittance?
RECOMMENDATIONS
5.20 Have the premises been adjusted to enable disabled access?
Under the DDA it is unlawful for landlords and other persons connected with the selling, letting and managing of premises to treat disabled people less favourably for a reason related to their disability, unless they can show that the treatment is justified.

In april 2005, a new Disability Discrimination Act was passed which amends or extends existing provisions in the DDA 1995. This includes, for example, making it easier for disabled people to rent proper and for tenants to make disability-related adaptions.

From 1 October 2010, the Equality Act replaced mot of the Disability Discrimination Act (DDA). However, the Disability Equality Duty in the DDA continues to apply.
RECOMMENDATIONS
5.21 Do the premises facilitate the requirements of disabled employees?
GUIDANCE:
Your duty is not just to put a ramp at the front entrance of your building (although that may be a useful thing to do) but to look at all aspects of your services and consider what changes you can make to the full range physical features. You may plan s number of changes as part of a refurbishment or a continuing access improvement programme, something which might not be considered a reasonable adjustment now could well be considered reasonable in future. Access should not be considered once and then forgotten.

'Physical features' include steps, stairways, kerbs, exterior surfaces and paving, parking areas, building entrances and exits (including emergency escape routes), internal and external doors, gates, toilet and washing facilities, public facilities (such as telephones, counters or service desks), lighting and ventilation, lifts and escalators.
RECOMMENDATIONS
5.22 Has a risk assessment been conducted for the presence of Legionella within the premises?
Under general health and safety law, you have to consider the risks from Legionella that may effect your staff or member of the public and take suitable precautions. As an employer or a person in control of the premises (e.g. A landlord), you must:

-identify and assess sources of risk;
-prepare a scheme (or course of action) for preventing or controlling the risk;
-implement and manage the scheme - appointing a person to be managerially responsible, sometimes referred to as the ' responsible person';
-keep records and check that what have been done is effective; and,
-if appropriate, notify the local authority that you have a cooling tower(s) on site.
RECOMMENDATIONS
5.23 Legionella Sample Registers?
GUIDANCE:
To ensure that precautions continue to be carried out that adequate information is available for checking what is done in practice, a record should be kept showing the information specified in the Approved Code of Practice. precautionary measure and treatments, monitoring results and remedial work should be logged and signed or initialled by the person who has carried out the work. Sufficient information should be recorded to show what measures have been taken and how they have been monitored. The detailed information required in the log will depend on the type and complexity of the system or water service to which it applies.
RECOMMENDATIONS
5.24 Are all sanitary conveniences adequate?
GUIDANCE:
Suitable and sufficient sanitary conveniences should be provided st readily accessible places. Sanitary conveniences shall not be deemed unless -
- the rooms containing them are adequately ventilated and lit;
- the rooms containing them are kept in a clean and orderly condition; and
- there are separate rooms containing conveniences provided for men and women except where and so far as each convenience is in a separate room the door of which is capable of being secure from inside.
RECOMMENDATIONS

6. CHEMICALS AND OTHER DANGEROUS SUBSTANCES

6.1 Are material Safety Data Sheets available for all chemicals in use?
GUIDANCE:
Hazardous substances used in your workplace can harm employees' health is exposures are not properly controlled. Employers duties under COSHH include carrying out a risk assessment to help you decided what you need to do to comply with the Regulations, it's doing so you will need to obtain the material safety data sheets from the manufacturer for the chemicals you use.
RECOMMENDATIONS
6.2 Has a competent person carried out assessments of chemicals and hazardous substances and are assessments recorded?
GUIDANCE:
The Control of Substances Hazardous to Health (COSHH) Regulations hinge around the process of 'risk assessment' where the employer (or self-employed person) has to decide whether the exposure levels in the workplace are likely to cause risks to health and safety.

The assessment process is based on a number of factors including:
Who is being exposed?
What substances are being used?
How long people are being exposed for?
What levels are being exposed?
RECOMMEDATIONS
6.3 Are assessments reviewed on a regular basis?
GUIDANCE:
Assessments need to be reviewed on a regular basis to ensure all legislation is up to date in the assessments; less hazardous chemicals may be on the market and could be used instead as well as any advancement in protective equipment.
RECOMMENDATIONS
6.4 Are controls, implemented, monitored and maintained?
GUIDANCE:
Controls need to be suitable for each job and the chemical being used. These need to be implemented, monitored and maintained.
RECOMMENDATIONS
6.5 Do workers using the substances hold or have access to the assessments/material safety data sheets and are the control measure understood?
GUIDANCE:
Operatives using the substances need to have access to the assessments and need to ensure they understand and adhere to the control measures.
RECOMMENDATIONS
6.6 Is health surveillance required as part of the findings of the COSHH Assessments?
GUIDANCE:
As part of the employers risk assessment, you should also include whether considerations are needed for the monitoring of exposure.
RECOMMENDATIONS
6.7 Are records kept of health surveillance?
GUIDANCE:
If health surveillance is carried out then records must be kept for at least 40 years. This is necessary because diseases often take many years to develop; if the company ceases trading, the HSE must be offered the records; also, employees should be loosed access to their health records.
RECOMMENDATIONS
6.8 Are surveillance procedures appropriate and carried out by competent persons?
GUIDANCE:
Health surveillance may include, but not be limited to, workplace monitoring, regular examinations by a qualified person such as an Occupational Heslth nurse, medical examinations or by an appropriately qualified practitioner.
RECOMMENDATIONS
6.9 Are compressed gas cylinders suitably stored in a safe, well-ventilated place and is oxygen separated from fuel gases?
RECOMMENDATIONS
6.10 Are cylinders used for burning operations fitted with flash-back arrestors?
GUIDANCE:
Cylinders used for burning operations e.g. Oxygen, acetylene and propane, should be fitted with flash-back arrestors.
RECOMMENDATIONS
6.11 Are liquid storage tanks provided with bund walls?
RECOMMENDATIONS
6.12 Has a survey been carried out to identify whether there is by asbestos in those structure of the premises such as partitions and roofing sheets?
GUIDANCE:
Many structures built or renovated between 1950 and 1980 still contain asbestos, accounting for approximately half a million buildings across Great Britain. asbestos only becomes dangerous when disturbed. The duty on the employer requires anyone responsible for the maintenance of commercial, industrial or public properties (or for the common areas of domestic properties) to check for asbestos and properly manage the risk should it be encountered.
RECOMMENDATIONS
6.13 Has a plan for managing any asbestos located in the structure been created and utilised?
If you own, occupy, manage or have responsibilities for non-domestic premises which may contain asbestos, you will either have:
- A legal duty to manage the risk from this material; or
- A duty to co-operate with whoever manages that risk.

If you have information on the whereabouts of asbestos you will, under the duty of co-operation, be required to make this available to those responsible for managing these risks.

You will need to introduce a method that will ensure anyone who comes to carry out work on the premises does not start before they are given the relevant information on any asbestos present. For example, a permit-to-work system, where you control access to the premises and only allow people in with a permit, would be one suitable method. This means that no one is allowed to work on the premises, unless they have a permit from you or a nominated employee, so you know what they are working on and where to prevent asbestos being accidentally disturbed.
RECOMMENDATIONS
6.14 Are all hazardous substances stored and labelled in the correct manner?
GUIDANCE:
As well as helping users the information in the label helps employers identify dangerous chemicals and undertake risk assessments under the Control of Substances Hazardous Regulations (COSHH). By law, suppliers of chemicals re required to label their products with hazard symbols, warning and safety advice if a chemical is dangerous; managers in workplaces where chemicals are kept or used must unsure that the chemicals are used safely.

Some substances contain chemicals that can pose a risk to health and safety. The nature of this risk depends on the chemicals and the way in which they are used. The hazardous substances regulations require labels placed on containers of hazardous substances to contain this basic information.
RECOMMENDATIONS

7. WORKPLACE SERVICES

7.1 Are all items of portable electrical equipment subject to regular inspection and test by competent people?
GUIDANCE:
Regulations 4(2) of the Electricity at Work Regulations 1989 says 'As may be necessary to prevent danger, all systems shall be maintained so as to prevent, so far as is reasonably practicable, such danger'.
RECOMMENDATIONS
7.2 Is there a system in place for the regular inspection of the electrical installation by a qualified person?
GUIDANCE:
All electrical equipment and installations should be maintained to prevent danger. It is strongly recommended that this includes an appropriate system of visual inspection. It is recommended that fixed installations are inspected and tested every five years by a compete t individual.
RECOMMENDATIONS
7.3 Is suitable system in place for the restriction of access to places of danger?
GUIDANCE:
Electricity can kill and falls from height is the largest cause of fatalities. Each year approximately 1000 accident at work involving electric shocks or burns reported to the Health and Safety Executive (HSE). Around 30 of these re fatal. A suitable system needs to be in place to prevent access to places of danger e.g. Electric cupboards, lift motor rooms and roofs; therefore a system needs to be in place to prevent access.
RECOMMENDATIONS
7.4 Is gas equipment regularly serviced and maintained by competent persons?
Gas systems require inspection to ensure that they remain safe. The particular inspections that need to be carried out and the frequency of these inspections will depend on:
- The age of the system;
- The condition of the system;
- The work processes involved.

Gas appliances should be serviced in accordance with the manufacturers instructions, if these are not available it is recommended that they are serviced bully unless advised otherwise by a registered installer. An annual safety check should be carried out on each gas appliance/flue.
RECOMMENDATIONS
7.5 Is there a written scheme of examination for all pressure systems?
GUIDANCE:
Users (of installed systems) and owners (of mobile systems) must not operate the system (or allow it to be operated) unless a written scheme has been drawn up for the periodic examination of the following parts by a competent person:

- All protective devices;
- Every pressure vessel and pipeline in which a defect may rise to danger;
- Those parts of the pipe work where a defect may rise to danger; and
- All these parts must be identified in the scheme.
RECOMMENDATIONS
7.6 Are records kept of examinations of all pressure systems?
GUIDANCE:
Users and owners must keep the following:

- The last report written examination;
- Previous reports written examination if they will assist in assessing whether
i. The system is safe to operate, or
ii. Any repairs/modifications can be carried out safely;
- Any information relating to the design of the systems (as required by reg.5), where the information related to parts of the pressure system included in the written scheme of examinations;
- Any instructions provided under the Pressure Systems Safety Regulation 2000, where they relate to parts of the pressure system included in the written scheme of examinations;
- Any agreement made between the competent person and the user/owner for postponement of the next examination.

The above should be kept at the premises where the system is installed. If the user/owner of the system changes, the information should be passed to the new user/owner.
RECOMMENDATIONS

8. PLANT AND EQUIPMENT

8.1 Have risk assessments been carried out on all plant and equipment, and are the assessments recorded?
GUIDANCE:
A risk assessment will identify hazards, help to evaluate the risks and also enable the company to decide the best means of controlling those risks. Appropriate preventive and protective measures should be taken in the light of the risks identified. The Management of Health and Safety at Work Regulations requires you to carry out a risk assessment.
RECOMMENDATIONS
8.2 Is there a procedure to ensure effective maintenance of the plant and equipment?
GUIDANCE:
It is important that equipment is maintained so that its performance does not deteriorate to the extent that it puts people at risk. Some parts of equipment such as guards, ventilation equipment, emergency shutdown systems and reassure relief devices have to be maintained to ensure that they operate to maximum efficiency at all times.
RECOMMENDATIONS
8.3 Is workshop machinery provided with adequate guards?
GUIDANCE:
Workshop machinery need to be provided and ensure that appropriate safeguards are taken to prevent people being exposed to risk.
RECOMMENDATIONS
8.4 Are operators suitably trained in the correct operation of work equipment?
RECOMMENDATIONS
8.5 Are there no visual signs of damage to plant and equipment?
GUIDANCE:
Equipment may need to be checked frequently to ensure that safety features are functioning correctly. A fault which affects production is normally apparent within a short time; however, a fault in a safety-critical system could remain undecided unless appropriate safety checks are included in maintenance activities
.

Every employer shall ensure that work equipment exposed to conditions causing deterioration which is liable to result in dangerous situations is inspected -

a) at suitable intervals; and
b) each time that exceptional circumstances which are liable to jeopardise the safety of the work equipment have occurred, to ensure that health and safety conditions are maintained and that any deterioration can be detected and remedied in good time.
RECOMMENDATIONS
8.6 Is all equipment suitable for the process and conditions of its use?
GUIDANCE:
Every employer shall ensure that work equipment is used only for operations for which, and under conditions for which, it is suitable.

In Regulation 3 of the Provision & Use of Work Equipment Regulations 1998 "suitable" means suitable in any respect which it is reasonably foreseeable will affect the health and safety of any person.
RECOMMENDATIONS

9. LIFTING OPERATIONS AND LIFTING EQUIPMENT

9.1 Have assessments been carried out and records maintained on all manual handling operations?
GUIDANCE:
The Manual Handling Operations Regulations 1992, require employers to carry out a risk assessment on all manual handling operations, they require employers to:
- Avoid the need for hazardous manual handling, so far as is reasonably practicable;
- Assess the risk of injury from any hazardous manual handling that can't be avoided; and
- Reduce the risk of injury from hazardous manual handling, so far as is reasonably practicable.
RECOMMENDATIONS
9.2 Is there a member of staff suitably qualified to carry out assessments?
GUIDANCE:
The assessor should possess:
- A knowledge of the Manual Handling Operations Regulations and accompanying guidance.
- An appreciation of the importance of manual handling issues, and adequate knowledge of the operations being assessed;
- An understanding of safe manual handling techniques and an ability to identify unsafe working methods;
- An ability to draw conclusions as to Ricky f injury and to identify where corrective action is required and the type of action needed;
- An ability to recognise their own limitations and hence draw upon the expertise of others where appropriate;
- Good communication skills, so that the findings of the assessment can be passed on to appropriate personnel.
RECOMMENDATIONS
9.3 Is training in Manual Handling carried out?
GUIDANCE:
Information and training on manual handling should be provided:
- During induction: this is the most appropriate time to provide the training for new employed;
- Following assessment: the manual handling assessment may identify existing employees who require training, either it the first time or as refresher training;
- For line managers: in order to enable them to supervise and monitor the handling practices of employees and contribute to manual handing assessments, as well as to help secure their commitment to good manual handling practises.
RECOMMENDATIONS
9.4 Is there a register of all lifting equipment and is there a copy of the initial test certificate available?
GUIDANCE:
Before lifting equipment (including accessories) is used for the first time, it is thoroughly examined, this needs to be obtained and kept by the employer.
RECOMMENDATIONS
9.5 Is all lifting equipment subject to statutory examinations?
GUIDANCE:
Lifting equipment may need to be thoroughly examined at periods specified in the Regulations (I.e. at least six-monthly for accessories and equipment used for lifting people and, at a minimum, annually for all other equipment) or at intervals laid down in an examination scheme drawn up by a competent person. A competent person should perform all examination work.
RECOMMENDATIONS
9.6 Is there a suitable trained person(s) available to manage lifting operations?
GUIDANCE: <br>The person planning the operation should have adequate and theoretical knowledge and experience of planning lifting operations.
RECOMMENDATIONS
9.7 Have crane drivers received formal training appropriate to the crane they operate and do they hold a current certificate?
GUIDANCE:
PUWER places requirements on duty holders to provide suitable work equipment for the task (regulation 4), information and instructions (regulation 9) to the people who use it. There is also an important link with the Management of Health and Safety at Work Regulations which applies to all work
RECOMMENDATIONS
9.8 Have all FLT operators received formal training?
GUIDANCE:
PUWER places requirements on duty holders to provide suitable work equipment for the task (regulation 4), information and instructions (regulation 8) and training (regulation 9) to the people who use it. There is also an important link with the Management of Health and Safety at Work Regulations which applies to all work.
RECOMMENDATIONS
9.9 Are records of FLT operators training and copies of certificates kept?
GUIDANCE:
Records of operator training and authorisation should be kept, together with the operator's certificate of training.
RECOMMENDATIONS
9.10 Is maintenance and examination of the FLT made and records kept?
GUIDANCE:
The section of suitable lifting equipment for particular tasks and processes makes it possible to eliminate or reduce many risks to the health and safety of people at the workplace. This applies both to the normal use of the forklift truck as well as to other operations such as maintenance. Maintenance and examinations of the FLT need to be recorded.
RECOMMENDATIONS
9.11 Are road vehicles, licensed, registered and are appropriate test certificates held?
GUIDANCE:
Vehicles must be licensed insured, registered and where appropriate have a valid test certificate
RECOMMENDATIONS
9.12 Do road vehicle drivers inspect the vehicles on a regular basis, using a pro-forma checklist and are records kept?
GUIDANCE:
Drivers should be provided with checklists covering the general condition of the vehicle tyres, brakes and steering. Checks should be made daily.
RECOMMENDATIONS

10. MAINTENANCE ACTIVITIES

10.1 Has the risk assessments addressed all of the company's maintenance tasks?
GUIDANCE:
Planned maintenance is a key control measure in reducing the level in risk faced by people. Risk assessments should be identify what type of maintenance is required and how frequent it is needed.
RECOMMENDATIONS
10.2 Is there a planned maintenance programme in place and are records maintained?
The workplace, certain equipment and dividends must be maintained in a efficient state, efficient working order and in good repair. A suitable system of maintenance must also be introduced where appropriate. ( This require ten overlaps with those contained within the Provision and Use of Work Equipments Regulations 1998)

The system should ensure that all listed equipment is regularly inspected and tested,and
RECOMMENDATIONS
10.3 Are there permit to work (PTW) systems to allow safe maintenance of the workplace and equipment and does it cover all appropriate hazardous activities and locations?
GUIDANCE:
A permit to work (PTW) system is a formal written system used to control certain types of work, which are identified as potentially hazardous. It is also a means of communication between management, plant supervisors and operators and those who carry out the work. Permits should be used for the following activities:

- Entry into confined spaces;
- Work involved in demolition or opening of plant containing hazardous chemicals and substances under pressure;
- Hot works;
- Work on certain electrical systems;
- Work on isolated locations or where access is difficult i.e. Working at heights;
- Work near or requiring use of highly flammable/explosive, toxic substances;
- Pressure testing;
- Lone working;
- Ionising radiations work.
RECOMMENDATIONS
10.4 Does the PTW system extend to contractors and their employees?
GUIDANCE:
All personnel who may be affected should be included in the permit to work system.
RECOMMENDATIONS
10.5 Is it clearly laid down who May issue PTW?
GUIDANCE:
There should be clear identification of who may authorise particular jobs and who is responsible for specifying the necessary precautions.
RECOMMENDATIONS
10.6 Is training in the PTW system provided to all involved personnel and does this include contractors?
GUIDANCE:
Training and instruction in the issue and use of permits should be provided.
RECOMMENDATIONS
10.7 Are there warning signs in the approach to all fragile roofs?
GUIDANCE:
Where it is not reasonably practicable to carry out work safely and under appropriate ergonomic conditions without passing across or near, or working on, from or near, a fragile surface, every employer shall -
a) ensure, so far as is reasonably practicable, that suitable and sufficient platforms, coverings, guard rails or similar means of support protection are provided and used so that any foreseeable loading is supported by such supports or borne by such protection;
b) where a risk of a person at work falling remains despite the measures taken under the preceding provisions of this regulation, take suitable and sufficient measures to minimise the distances and consequences of his fall.
Where any person t work may pass across or near, or work on, from or near, a fragile surface, every employed shall ensure that-
a) prominent warning notices are so far as is reasonably practicable affixed at the approach to the place where the fragile surface is situated; or
b) where that is not reasonably practicable, such persons are made aware of it by other means.
RECOMMENDATIONS
10.2 Is there a system of regular inspection of fire escapes, and are records kept?
GUIDANCE:
All escape routes should be regularly checked to ensure that they are not obstructed and that exit doors are unlocked and available for use. Self-closing fire-resisting doors should be checked to ensure doors close fully, including those fitted with automatic release mechanisms.
RECOMMENDATIONS
10.3 Are all ladders in good condition and is a suitable storage area provided?
GUIDANCE:
Ladders, especially if made of wood, deteriorate if exposed to the weather for prolonged periods. Ladders should be stored on racks, supported on the stiles only, with enough supports to prevent them from sagging. They must not be hung from the rungs or stiles.
RECOMMENDATIONS
10.4 Are scaffolds inspected on a weekly basis and are written records kept?
GUIDANCE:
Scaffold structures must be inspected:
- Before being taken into use for the first time, after any substantial addition, dismantling or other alteration;
- After any event which is likely to have affected its strength or stability;
- At regular intervals not exceeding 7 days since the last inspection.
RECOMMENDATIONS
10.5 Are scaffolds assembled in accordance with the manufacturers instructions and by competent persons?
GUIDANCE:
The erection, alteration or dismantling of a scaffold must be carried out by, or under, the supervisor of a competent person.
RECOMMENDATIONS
10.6 Does edge protection provided for all work undertaken above ground level comply with The Work At Height Regulations 2005?
GUIDANCE:
Means of protection shall -
a) be of sufficient dimensions, of sufficient strength and rigidity for the purposes for which they are being used, and otherwise suitable;
b) be so placed, secured and used as to ensure, so far as is reasonably practicable, that they do not become accidentally displaced; and
c) be so placed as to prevent, so far as is practicable, the fall of any person, or of any material or object, from any place of work.

In relation to work at height -

|. The top guard-rail or other similar means of protection shall be at least 950 millimetres or, in the case of such means of protection already fixed at the coming into force of these Regulations, at least 910 millimetres above the edge from which any person is liable to fall;
||. Toe-boards shall be suitable and sufficient to prevent the fall of any person, or any material or object, from any place of work; and
|||. Any intermediate guard-rail or similar means of protection shall be positioned so that any gap between it and other means of protection does not exceed 470 millimetres.
RECOMMENDATIONS
10.7 Has an Energy Assessment audit been undertaken and recommendations produced, and was the Energy Performance Certificate available?
RECOMMENDATIONS