02/08/2015
Hello employers,
Please go through this and find some important info regarding an Occupational Health & Safety File.
Feel free to contact SheltAfrica378 Safety Pros if you need any added info.Contractors Health & SafetyFile ExplainedAugudt 02, 2015.Health and Safety files are acontentious issue. I’m referring to the Safety files that are expected to be compiled, maintained and available by the contractor/sub- contractor. The average contractor views the Health and Safety file as a one to five page document (which cannot be further from the truth).
The Construction Health and Safety file is one of the biggestproblem areas. The problem in general is that the emerging contractor who normally knows very little about Health and Safety knows even less about what a Health and Safety file is and what it must contain. A guiding tool to the contents of a Safety file follows.The file can be divided into thefollowing sections:Section 1: Introduction
Section 2: Reference Documents
Section 3: Definitions andterminology
Section 4: Roles & Responsibilities
Section 5: Objectives & Targets
Section 6: Planning & Procedures
Section 7: Health & SafetySpecification Implementation
Section 8: Application of theHealth & Safety Specification
Section 8.1 Compensation for Occupational Injury & Diseases
Section 8.2 Occupational Health and Safety Policy
Section 8.3 Hazard Identification & RiskAssessment
Section 8.4 Health & Safety Committees
Section 8.5 Health & Safety Training
Section 8.6 General Record Keeping
Section 8.7 Incentives
Section 8.8 Penalties
Section 8.9 Emergency Procedures
Section 8.10 Hazards & Potentially Hazardous Situations
Section 8.11 PPE & Clothing
Section 8.12 Safety Signage
Section 8.13 Permits
Section 8.14 Contractors & Suppliers
Section 9: Health & Safety Practice
9.1 Excavations
9.2 Demolition
9.3 Explosives & Blasting
9.4 Stacking of Materials & Housekeeping
9.5 Hazardous Chemical Substances
9.6 Asbestos
9.7 Plant & Machinery
ANNEXURES/ADDENDUMS:
A. Health & Safety Policy
B. Hazardous Task Identification
C. Risk Assessment
D. Induction
E. Toolbox Talk
F. Audit Schedule
Let us start at the beginning and explain what is meant by "Section "
1: Introduction”. This paragraph or page describes the purpose and scope of the safety file and in doing so is answering the following questions:• Who are we? (Name of organization)• What do we do? (Eg. Engineering, electrical installations, mining, etc.)• Why are we compiling thisdocument/file?• What are the boundaries withinwhich we are operating in terms of health and safety?
In “Section 2: References” you need to list the sources you are referring to within this document such as:• Occupational Health & SafetyAct, Act 85 of 1993• OHSAS18001: 2007• ABC Company’s quality management system
Remember: you may not refer to a standard/law/code of practice or any other document throughout your Health and Safety file if you did not list them under this heading of references.
“Section 3: Definitions &Terminology” is important in that it explains and defines terms and abbreviations which everybody leading your file might not be used to and therefore not understand.This could include words such as:
• OHSAct
• ISO
• HIRA
• Contractor
• SOP
• JSA
“Section 4: Roles & Responsibilities” are important in that it gives clarity about who is accountable and responsible for the contents of this file. Ideally an organogram makes this part more visual but is not a requirement. At each level and each function the responsibilities need to be identified and listed – this could include internal as well as external role-players.
When we look at “Section 5:Objectives & Targets” we are expecting you to use the S.M.A.R.T. principles to compileyour SHE objectives for this project or the next financial year. Make sure that it is balanced and not only safety objectives. Objectives always include reducing the incident rate, training & legal compliance.“Planning and Procedures” under Section 6 of the file focuses more on the procedures that are going to be used as part of the project.
Remember to use the correct procedure writing format:
• Scope
• Purpose
• Objective
• Responsibility and Authority
• Terms and Definitions
• References
• Links
• Actual procedure (step-by-step)
• ISO9001 quality banner.
Examples of likely procedures that will be required are:
• HIRA (Hazard Identification & Risk Assessment) procedure
• Training procedure
• Communication procedure
• Auditing procedure (It is not limited to these procedures only).
And then finally there is the“Section 7: Implementation of the Occupational Health & Safety Specification”. An undertaking by your organization to ensure the effective implementation of not only your own management system but also that of the client(depending on your agreement/contract) is required under this heading. What needs to come to the foreground is your commitment to safety and health or SHE.