RIICS Branch Office Audit

Information

Section 1: Occupational Health

Is access to the office controlled and does the site have adequate fire/smokes alrams and fire extinguisers?
Is chemical hazard data readily available for all substances inspected or used, e.g. Material Safety Data Sheets?
Are employees given periodical medical examinations?
Is there a qualified first aider on site at all times?
Are there regular HSE meetings involving the inspection management and staff?
Are there adequate bulletin boards around the company offices for HSE purposes?
Are the meetings formalised and documented (i.e. agenda, minutes, etc.)?
Is there a system for investigating and following up HSE incidents on inspection sites?
Have all inspection scenarios been examined to identify and evaluate all occupational health hazards?
Is there evidence that the following types of controls are being applied for identified hazards as appropriate:a) Engineering controls?b) Procedural controls?c) Personal Protective Equipment (PPE)?
Are all employees who may be exposed to health risks associated with work, given specific health-related training?
Does the inspection office have access to a qualified health professional?
Are there general safety rules applied within the inspection area?

Does the programme include PPE selection and standards (compliance with company, national or international requirements)?
Does the programme include Responsibilities for advising, purchasing, distributing and managing PPE?
Does the programme include Procedures for purchasing, issuing, checking, maintaining and managing PPE & PPE training?
Are general inspection policies clearly defined in terms of area (PPE zones) and occupational requirements, and are inspection areas and circumstances where personal protective equipment is required adequately assessed?
Are PPE rules obeyed by inspectors undertaking cargo inspection?
Are employees given proper fitting for personal protective equipment requiring special attention, such as respirators and eye protection?
Where breathing apparatus is supplied, is it of the positive pressure type?
Is the breathing apparatus in good working condition?
Have the inspectors been trained in the use of the breathing apparatus supplied?
Have the inspectors been made aware of the dangers of enclosed spaces, static electricity and toxic gases through specific training?
Are Nomex/FRC coveralls/uniforms mandatory for each inspector?
Are there periodical inspections of PPE?
Does the inspection office have any sort of traceability with respect to field equipment proving and maintenance?
Is there a Personal Protective Equipment programme ?

Are the periods of calibration for all measurement equipment comparable with:a) National Standards?b) BP Measurement Standards?
Are there records of measuring equipment issued to inspectors, their calibration status and evidence of periodical checks?
Are there records of calibration for measurement equipment and records of destruction for non-conforming equipment?
Is the system for calibation of measuring equipment effective?
Does the measuring equipment used seem to be good condition and stored in a suitable manner between use?
Does the office have the all relevant industry standards available to inspectors and is there an effective document control system in place?

Has the inspection operation been accredited against an internationally recognised standard?
Is there a specific inspection operations and training manual?
Have training courses been established to meet the cargo inspectors’ training needs?
Have all inspectors had IFIA training & certification?
Are inspection training needs reviewed regularly to meet changing customer needs and/or changes to equipment or operational practises?
Are sufficient qualified inspectors available to cover the work load?

Is there a system for registering samples?
Is the period for sample retention in accordance with client instructions?
Are fire extinguishers on site and in date?
Are samples stored systematically for ease of retreival and disposal?
Are samples disposed in accordance with company policy or state regulations?
Is the sample storage separate from the main office building?
Are the spill containment contingencies adequate for the volumes of stored samples?
Is the sample store fitted with explosion proof lighting?
Are the stores adequately ventillated and temperature controlled?
Are hydrocarbon gas levels monitored or is a system in place to prevent release of hydrocarbon vapours?
Has the local fire department been advised of sample store contents?
Is the storage robust?

Is communication between the inspection office and clients (direct/indirect, contact personnel) effective and reliable?
Is there a formalised route for communicating product quantity and quality issues to the client (both within and out of office hours)?
Prior to the start of an inspection event is the inspector given a copy of all relevant instructions for quality and quantity information?
Is the inspection report completed and despatched in a timely manner?
Does the office complete the input data into the Global Cargo Assurance System (GCAS)?