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Aide memoire for recording actions

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SAFETY BULLETINS                                Trim folder: 4.6.

Offshore Division Template for recording decisions & actions

1. Coin details (client and location) (ie details of the incident leading to consideration of a bulletin)

2. Name of client

3. Other clients (include Coin details) (could be manufacturer / supplier etc)

4. Brief details of issue (outline of the cause of the incident or issue with details of the level of injury where relevant)

5. Probability of re-occurrence and level of possible injuries (This section should explain what the considerations have been on determining the possibility of another incident occurring with the same or worse effects)

6. Who is affected by the issue? Target audience (Is this issue cross industry or limited e.g. FPSOs only?)

7. What is the urgency? (This will be driven by the discussion in point 5.)

8. Is a bulletin required? The answer to this will either be yes, yes but not until after the inquest/FAI, or no. The reason for the decision should be clearly set out so that it can be defended later if necessary. (The balance between issuing information or not needs to be addressed. Consideration should be given to the reaction that might be generated by the bulletin, especially by the general public or press.) If it is decided that a bulletin is not required record the decision and the reason for it and file this document on TRIM. A Trim folder must be set up under 4.6 to record the decision and, if a bulletin is required, all subsequent information in preparing and closing out the bulletin must be filed in this folder.

9. What type of bulletin is required? Only applies if the answer to 8 is yes. Choose from Alert or Notice - see Safety bulletin page for guidance. (The type of bulletin will depend on the answers to the questions above and a note should be made to explain why the option chosen is the most appropriate.)

10. Is a bulletin the best method to communicate the message to the target audience? The immediacy and depth of information available will help guide the decision and it should only be taken following consultation with OSD5.1.

11. Who do I need to consult with or involve? It will always be necessary to consult with those directly affected by the bulletin e.g. operator, supplier, contractor etc. Internal consultation should include OSD5.1, other parts of HID/HSE if relevant and the Legal Advisor’s Office (via OSD5.1). External consultation may be required e.g. trade associations, other government departments.

You should also consult with your Operations Manager or Head of Division as appropriate (see 12 below). Record who you are consulting with and who you are not, and the reasons for your decision. Record the results of, and any decisions arising from, the consultation carried out.

12.   How do I get my bulletin on the HSE website? The final approved bulletin along with the signed authorisation form should be sent to OSD5.1 who will arrange for publication. The approval of the Head of Division is required for Safety Alerts. All other bulletins require the approval of the relevant Operations Manager.

13. What if I am challenged about the content? Provided the above steps have been taken and the relevant consultation undertaken HSE will be able to defend the decision. This form will be the basis of that defence and should therefore be accurate and where material is held within other documents they should be referenced and stored on TRIM with this document.

14. Date dutyholders contacted by OSD5.1.

15. Date reminder sent to dutyholders (if required).

16. Date all follow up action recorded on Trim and the bulletin closed out.



Updated 2011-03-11