Section 1 - Opening Meeting

Introductions and format of the audit

  • Introductions:

    H&S Team
    Library Team

  • The purpose of this audit is to ensure that the library is meeting its statutory requirements with regards to bulding compliance.

General Information

  • Senior Library Assistant?

  • Approximate age of the building?

  • Who is responsible for the facilities management of the building?

General Notes

Section 2 - Compliance

Section 1 - Water Hygiene & Safety

  • 1.1 - Is there a Water Risk Assessment available for the premises?

  • 1.2 - Is there evidence that the Water Risk Assessment is reviewed every 2 years?

  • 1.3 - If there is a risk, has a scheme for preventing or controlling the risk been developed for the premises?

  • 1.4 - Are there management plans to implement and manage control measures?

  • 1.5 - Is there an adequate system in place for ensuring any issues regarding Legionella are highlighted so that remedial action can be undertaken?

  • 1.6 - Is someone identified as competent for your premises in relation to Legionella?

  • 1.7 - Has the Competent Person for Legionella received appropriate training to allow them to carry out their responsibilities?

  • 1.8 - Are all records in relation to legionella kept? i.e. temperature checks, flushing of little used outlets etc.

  • 1.9 - Is there evidence that 6 monthly water tank inspections are being carried out?

  • 1.10 - Is there evidence that annual chlorination of stored potable water supplies is being carried out?

Section 2 - Asbestos

  • 2 - Is there any asbestos on site?

  • 2.1 - Does the building have an Asbestos Risk Assessment?

  • 2.2 - Does the building have an Asbestos Management Plan?

  • 2.3 - Is there evidence that an annual review of the Asbestos Risk Assessment and Management Plan has been carried out?

  • 2.4 - Has an Asbestos Duty Holder been appointed to manage asbestos containing materials at the workplace?

  • 2.5 - Has the Asbestos Duty Holder received appropriate training to allow them to carry out their responsibilities?

  • 2.6 - Are employees that work in the building made aware of the presence and position of asbestos in the building if they are likely to disturb it during normal work?

  • 2.7 - Are warning labels/stickers provided where appropriate?

  • 2.8 - Does the Duty Holder regularly inspect the condition of any identified asbestos in the asbestos building file? Are these checks recorded in the register?

  • 2.9 - Do all building contractors sign in and check the asbestos register prior to starting work?

  • 2.10 - Are the procedures known and understood if asbestos is disturbed in the building?

Section 3 - Control of Substances Hazardous to Health (COSHH) & Radiation

  • 3.1 - Is there evidence of a COSHH inventory which identifies all hazardous substances used on site?

  • 3.2 - Have COSHH assessments been carried out for all products, substances and processes and the findings been formally disseminated to relevant employees?

  • 3.3 - Are the products and COSHH assessments reviewed on a regular basis?

  • 3.4 - Has adequate information, instruction and training been provided for employees using substances that may be hazardous to health?

  • 3.5 - Is there a system in place to request manufacturers hazard data sheets (MSDS's) for new products introduced in libraries?

  • 3.6 - Are hazardous substances stored safely and suitably labelled?

Section 4 - Electrical Safety

  • 4.1 - Is there evidence that periodic inspection of Fixed Wiring Installations are carried out every 5 years.

  • 4.2 - Is there evidence that Portable Electrical Equipment is tested on a regular basis?

  • 4.3 - Electrical panels are clearly marked and unobstructed, restricted access?

  • 4.4 - Cable management acceptable? (no split/taped cords)

  • 4.5 - Any loose or damaged conduit/trunking?

  • 4.6 - Any evidence of unauthorised private equipment being used?

  • 4.7 - Do any power sockets appear to be overloaded?

  • 4.8 - Is there evidence that monthly testing test of emergency lighting is carried out?

  • 4.9 - Is there evidence that an annual full discharge test of emergency lighting is carried out?

Section 5 - Fire Safety

  • 5.1 - Has a Fire Risk Assessment been carried out for the premises and if so has an action plan been developed to implement the recommendations?

  • 5.2 - Is there evidence that an annual review of the Fire Risk Assessment has been carried out?

  • 5.3 - All fire exits are clearly identified and with correct directional signage?

  • 5.4 - Fire extinguishers are properly mounted and identified?

  • 5.5 - Is there evidence that weekly visual inspections of Fire Fighting Equipment is being carried out?

  • 5.6 - Is there evidence that Fire Extinguishers are inspected on an annual basis?

  • 5.7 - Fire doors and exits are free of obstructions?

  • 5.8 - Vision panels are unobstructed and in good condition?

  • 5.9 - Is there evidence that fire doors are inspected for fit and correct closure?

  • 5.10 - Are external storage / waste bins secured and located a suitable distance away from the buildings?

  • 5.11 - Weekly fire alarm tests are carried out and recorded?

  • 5.12 - Is there evidence that testing/servicing of the fire alarm is carried out by a competent person on a regular basis?

  • 5.13 - Is the fire alarm remotely monitored? If not, is somebody tasked with calling the Fire Brigade in a genuine emergency?

  • 5.14 - Are regular fire evacuation drills carried out (at least every 6 months)?

  • 5.15 - Is there evidence that regular testing of the Disabled Toilet Alarm system is being carried out

  • 5.16 - Is there evidence that regular testing of the Disabled Refuge Point communication system is carried out?

  • 5.17 - Are all Refuge Points suitably signed and uniquely identified?

  • 5.18 - Is there evidence that regular testing of the Lift Emergency Call system is being carried out?

  • 5.19 - Is there evidence that weekly testing of the Sprinkler System is being carried out?

  • 5.20 - Is there evidence that sprinkler systems are inspected/serviced on an annual basis?

  • 5.21 - Is there evidence that wet/dry risers are inspected/serviced on an annual basis?

  • 5.22 - Is there evidence that smoke extraction/ventilation systems are inspected/serviced on an annual basis?

  • 5.23 - Is there evidence that monthly visual inspections of Evac Chairs is being carried out?

  • 5.24 - Is there evidence that fire evacuation plans/procedures have been communicated to all staff?

  • 5.25 - Is there a fire assembly point with suitable signage?

  • 5.26 - Is there any staff working within the library who require PEEP's?

  • 5.27 - Are all exit doors fitted with signage indicating how to operate the holding devices?

Section 6 - Gas & Boiler House Safety

  • 6.1 - Are all gas appliances installed, fitted and maintained by competent persons?

  • 6.2 - Are all appliances subjected to an annual gas safety test?

  • 6.3 - Is there evidence that 5 yearly testing of Gas Systems (pipe work) is carried out?

  • 6.4 - Is a gas shut off valve installed and are staff aware of its location?

  • 6.5 - Are boiler houses free of combustible materials?

Section 7 - Work Equipment

  • 7.1 - Is all furniture in a good state of repair i.e. desks, chairs etc.?

  • 7.2 - Is all equipment in a good state of repair i.e. computer, monitor, printers etc.?

Section 8 - Premises Management

  • 8.1 - Are all windows above first floor fitted with suitable window restrictors?

  • 8.2 - Is there evidence that an Energy Performance of Buildings inspection has been carried out?

  • 8.3 - Are work areas adequately lit?

  • 8.4 - Is there adequate ventilation (fresh air) through work areas?

  • 8.5 - Is the heating system capable of maintaining a temperature between 16-24 Celsius?

  • 8.6 - Are arrangements in place for reporting defects to the building and remedial action carried out?

  • 8.7 - Anti-slip surfaces provided where appropriate?

  • 8.8 - Is there an adequate provision of drinking water?

  • 8.9 - Is there adequate number of sanitary conveniences?

  • 8.10 - Are all doors protected against trapping points?

  • 8.11 - Are all staircases fitted with handrails/guardrails?

  • 8.12 - Is there evidence that regular inspections of External Areas are being carried out?

  • 8.13 - Is the external waste area clearly identified/secure/away from the main building?

  • 8.14 - Are external areas of the building adequately lit?

  • 8.15 - Is all relevant Health & Safety information displayed in staff areas?

  • 8.16 - Is there a Health & Safety Law Poster displayed somewhere in the library?

Section 9 - Housekeeping

  • 9.1 - Are staff areas clean and tidy?

  • 9.2 - Corridors/halls/walkways clear of debris and obstructions?

  • 9.3 - All spills cleaned up speedily?

  • 9.4 - Carpets in good condition? (No holes or curled edges)

  • 9.5 - Are toilets kept clean and tidy?

  • 9.6 - Floors, stairs and walkways have non-slip surfaces where appropriate?

  • 9.7 - Waste bins are available and emptied regularly?

  • 9.8 - Floors are free of holes, protrusions, loose boards and splinters?

  • 9.9 - Items are stored correctly and empty boxes, etc are disposed of?

  • 9.10 - Combustible material are kept away from heat sources?

Section 10 - Automatic Doors/Gates/Barriers

  • 10 - Are there any Automatic Doors/Gates/Barriers on site?

  • 10.1 - Is there evidence that regular servicing of Automatic Doors/Gates/Barriers is carried out?

Section 11 - Lightning Conductors

  • 11 - Is the building fitted with a Lightning Conductor?

  • 11.1 - Is there evidence that annual visual inspection of Lightning Conductors is carried out?

Section 12 - Work at Height

  • 12.1 - Is there awareness of where work at height takes place on the premises and who carries it out?

  • 12.2 - Is there evidence that work at height risks specific to the premises have been assessed including existing places of work and fragile surfaces?

  • 12.3 - Have people who are required to work at height undergone appropriate training?

  • 12.4 - Is there evidence that work equipment has been selected appropriate to the tasks and areas of work?

  • 12.5 - Where equipment is premises based is there awareness and systems to ensure that this equipment is only for use by library employees?

  • 12.6 - Is there evidence that equipment for work at height is subject to inspection, examination and test by competent people?

Section 13 - Lone Working

  • 13.1 - Have individuals or groups of employees been identified as lone workers?

  • 13.2 - Is there a suitable lone worker policy in place?

  • 13.2 - Have specific risk assessments been undertaken identifying the risks associated with lone working? Are they suitable and sufficient?

  • 13.4 - Have all relevant employees been trained and are they aware of the lone working procedures in place and their responsibility for working within them?

Section 14 - Manual Handling Operations

  • 14.1 - Are manual handling operations assessed taking into account the load, the nature of the task, the working environment and the individuals' capabilities?

  • 14.2 - Where a significant risk is identified, has a specific manual handling assessment been carried out and formally recorded?

  • 14.3 - Where hazards exist are the control measures identified in the assessments implemented and monitored by supervisors/managers?

  • 14.4 - Have employees received appropriate training to carry out those manual handling tasks which cannot be eliminated?

  • 14.5 - Where mechanical aids are provided to assist employees with lifting and handling - are they easily accessible, suitably maintained and serviced where necessary and employees suitably trained in their use?

Section 15 - Lifts & Lifting Equipment

  • 15 - Are there any lifts or lifting equipment?

  • 15.1 - Are all passenger lifts fitted with safety devices to prevent a person being crushed, trapped, struck or falling from the lift?

  • 15.2 - Are lifts/equipment marked with it's safe working load?

  • 15.3 - Is there a means of raising alarm in all lifts in event of failure, are these tested and recorded?

  • 15.4 - Is there a clear procedure to be followed in event of a person becoming trapped in the lift/equipment and are people competent to follow the procedure?

  • 15.5 - Are all lifts/equipment examined at statutory intervals (every 6 months for people or 12 months for loads only) by competent person, recorded in terms of inspections, maintenance and testing?

  • 15.6 - Are window cleaning hoist/safety eye bolts inspected by a competent person?

Section 16 - Heating/Ventilation/Extraction systems

  • 16 - Are there any Air Conditioning units on site?

  • 16.1 - Is there evidence that servicing and F Gas checks of Air Conditioning equipment is carried out every 6 months.

Section 17 - First Aid

  • 17.1 - Is there an adequate number of trained First Aiders on site at all times?

  • 17.2 - Is there an adequate amount of First Aid kits available at all times?

  • 17.3 - Is there evidence that regular checks of First Aid Equipment is carried out?

  • 17.4 - Has there been any serious accidents at this location?

Section 18 - Control of Contractors

  • 18.1 - Are job specific method statements and risk assessments obtained from contractors, checked by a competent person and communicated to the library?

  • 18.2 - Are meetings held directly with the contractor to discuss the intended work and how it will affect normal library operation?

  • 18.3 - Are contractors monitored whilst undertaking work? If so, how?

  • 18.4 - Is a Permit to Work system used for controlling high risk activities?

Section 19 - Oil Storage Tanks

  • 19 - Are there any Oil Storage Tanks on site?

  • 19.1 - Is there evidence that regular inspections of Oil Storage Tanks, Bunds, Pipework and surrounding areas is being carried out?

Section 20 - Sewage/Water Treatment/Septic Tank and Oil Interceptors

  • 20 - Are there any Sewage/Water Treatment/Septic Tank or Oil Interceptors on site?

  • 20.1 - Is there evidence that tanks are being pumped out every 6 months?

  • 20.2 - Is there evidence that annual servicing of lift pumps is being carried out?

21 - Events

  • 21 - Does the library host any events organised by 3rd parties?

  • 21.1 - Name of event:

  • 21.2 - Event provider:

  • 21.3 - Risk assessments in place to cover activities being carried out?

Section 22 - Building Safety/Security

  • 22.1 - Does the library have arrangements in place to deal with serious and imminent danger?

  • 22.2 - Are specific personnel aware of their responsibility in the event of an emergency?

  • 22.3 - Have sufficient numbers of fire wardens been appointed and trained?

  • 22.4 - Is appropriate equipment available to deal with emergencies and are key personnel trained in its use?

  • 22.5 - Is CCTV available within the library?

  • 22.6 - If the workplace is shared, are emergency arrangements communicated and co-coordinated with neighbours?

  • 22.7 - Is there a signing in/out procedure or access control system in use?

  • 22.8 - Are gates locked when the library is not in use?

  • 22.9 - Are there sufficient security arrangements to control access to library buildings?

  • 22.10 - Is access to low roofs restricted and are any fragile surfaces identified with suitable signage?

  • 22.11 - Does the library suffer from Anti-Social behaviour?

  • 22.12 - Is cash handling carried out at the library?

  • 22.13 - Is a Panic Button linked to First Response fitted at the library?

  • 22.14 - Is a radio linked to First Response available at the library?

Section 23 - Cleaning

  • 23.1 - Has a provision been made for cleaning within the library building?

  • 23.2 - Who is responsible for cleaning within the library building?

Section 24 - Any other H&S Matters

  • Details of any other H&S issues identified at time of audit and not covered elsewhere:

  • Issue No.
  • Details of Health & Safety Issue identified:

  • Location (if required)

  • Photo (if required)

Section 3 - Closing Meeting

Summary of findings of audit

General Notes

Signatures

  • Library Representatives Signature

  • Auditors Signature

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