Part 6 - Maintenance and building services related risks

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• Equipment such as that listed should be properly maintained in safe and efficient order. A system of regular inspection is recommended to ensure that no items are overlooked.
• See Section on COSHH for detailed guidance. Hazardous substances used in the Maintenance Department are likely to be oils and greases, detergents solvents and water treatment chemicals.
• See Section on Flammable Substances.
• See Section on Personal Protective Equipment.

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• The Workplace Regulations require that workplaces, workplace equipment and devices are properly maintained and where appropriate subject to a suitable system of maintenance. This covers workplace equipment, as opposed to work equipment. (Work equipment is covered by the Provision and Use of Work Equipment Regulations) .
• The workplace should be maintained in an efficient state, in efficient working order and in good repair. 'Efficient' is defined in terms of health safety and welfare as opposed to productivity or economy. Workplace conditions include lighting, temperature, cleanliness and room dimensions. Equipment and devices includes emergency lighting, fencing, fixed equipment for window cleaning and escalators. Mechanical ventilation systems are also included under the regulations.
• The inspection and assessment of the workplace and workplace equipment should take into account the age and condition, the purpose for which it is used, the conditions and frequency of use, the previous maintenance and reliability, and finally the consequences of its failure.

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• A specific manager should be appointed to have overall responsibility for maintenance work.

• The nature of maintenance activities means that they are varied and to some extent unpredictable. It is however possible to identify routine maintenance operations or situations which involve hazards e.g. electrical work, work with live steam systems, moving heavy objects.

• Wherever possible agreed safe systems of work should be drawn up with the personnel concerned. These should be realistic and any necessary special equipment (e.g. special lock-off padlocks, insulated tools for electrical equipment "danger notices") should be made available.

• Some work equipment will need to be inspected regularly, e.g. stepladders, machinery guarding. Inspection may be required for some equipment due to the environment, e.g. in corrosive and wet conditions such as dyehouses, when there is dirt and vibration such as in garnetting etc.

• Many accidents occur due to accidental starting of machinery when maintenance or cleaning work is being done. This is particularly true of larger items of plant where workers may be out of sight. Procedures may need to include electricity, compressed air or steam supplies or the adequate propping of heavy components.

• Most typically access may be needed onto roofs to clear gutters or carry out repairs, but there will be other potentially dangerous access problems inside and outside. Consider first whether the work should be allocated to specialist contractors (e.g. roof work). If to be done "in house" ensure that, the correct equipment is available and in good condition, those potential users know how to use it, and ensure that clear instructions on safe access are issued and followed. Special access equipment (hired in if necessary) should be considered e.g. tower scaffolds, mobile access platforms. Bear in mind that ladders are primarily for getting to and from different levels and are not necessarily suitable as places of work. Temporary working platforms are usually safer than ladders and enable the job to be done more quickly and efficiently.

• A "confined space" could be a closed vessel, a tank, an enclosed drain or even open topped tanks where heavier-than-air vapours, fumes from operations being carried on inside the space, products of combustion or oxygen depletion.

• Detailed guidance on precautions can be found in Safe Work in Confined Spaces ACoP (HSE L101)

• Maintenance personnel are often the ones most likely to be in contact with contractors and visitors.

• Typical situations might be working in confined spaces, on occasions when work is being done on live electrical equipment.

Reference

1. Controlling airborne contaminants at work HSG 258 ISBN 9780717662982
2. General ventilation in the workplace, HSG202, HSE 2000, ISBN 0 7176 1793 9
3. Controlling airborne contaminants at work HSG 258 ISBN 9780717662982
4. Control of Cotton and Wool Process Dusts, HSE742/2, information sheet which is not on general publication but is accessible from HSE

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• Every enclosed workplace should be ventilated by a sufficient quantity of fresh or purified air.
• The rate of introduction of fresh or purified air should be sufficient to reduce stale, hot, contaminated or humid air. The rate will be determined by the volume, the physical activity, the processes and substances.
• Effective measures should be taken to prevent discomfort caused by ventilation draughts e.g. screening and controlling direction of airflow.
• Suitably placed windows (or openings) capable of being readily opened or closed may be sufficient for effective ventilation.
• Mechanical ventilation should be maintained in effective working order and free from a substance that may contaminate the air passing through.

References

1. Textile Humidification and Air-Conditioning Systems, HSE755/1, information sheet which is not on general publication but is accessible from HSE

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• The temperature inside buildings during working hours should be kept reasonable by a method that does not generate injurious or offensive fumes. This applies to all places where people are at work including corridors and rest rooms.
• The temperature should be reasonable in relation to the clothing normally worn, the physical and process activity, humidity, air movement, work duration, outside temperature, time of year and exceptional weather.
• Discomfort caused by sunlight through windows should be avoided. Where it is not possible to achieve an even and adequate temperature throughout the workplace, localised radiant heat should be provided. Suitable thermal clothing and an opportunity for breaks in a heated area should be provided.
• High temperatures arising from process heat can be avoided by insulating the source, enclosing the process and ventilation.
• Where work does not involve serious physical effort (for instance where it can be carried out seated) a temperature of less than 16 degrees Celsius is not reasonable.
• Where there is significant physical effort involved, a temperature of less than 13 degrees Celsius is not reasonable.
• A sufficient number of suitable thermometers shall be provided to enable persons at work to determine workplace temperature.

References

1. Lighting at work, HSG38, HSE 1997, ISBN 0 7176 1232 5

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• Every workplace must have suitable and sufficient lighting, and so far as is practicable by natural means with additional local lighting where required. Steps, stairs and traffic routes should be well lit, with avoidance of shadows. Artificial light should not shine directly into the eyes. Lights should not be obscured. Light switches should be adequately positioned. Lamps and diffusers should be cleaned and, if defective, replaced promptly.
• Windows should be kept clean and free from obstruction, except where avoiding discomfort by the heat or glare of direct sunlight.
• Emergency lighting is required where a lighting failure would result in a substantial increase in the risk of injury. It should be separate lighting, independent of the normal power source and be immediately effective on failure of the normal power source.

References

1. Good Housekeeping, KDL6, available from KDLI Publications (Tel: 0161 624 9749) or from the Knitting Industries Federation Ltd. (Tel: 0116 254 1608).

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• The surfaces of the floors, walls and ceilings of all internal workplaces should be capable of being cleaned. Every workplace and the furniture, furnishings and fittings should be kept sufficiently clean. Waste materials must be kept in receptacles.
• Wall surfaces should be washable where subject to splashing. Stone, bricks and concrete should be
• painted or tiled.
• Methods of cleaning should not create risks to others at work. Releasing dust into the atmosphere
• by "blowing down" should be avoided.
• Waste material such as dust and shoddy should be removed regularly from the process where it occurs.
• Accumulation of dirt and refuse should be removed daily.

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• All floors should be properly constructed and maintained. This includes passageways, gangways and stairs.
• Floors must have adequate structural support for stored materials, plant, persons and equipment stationed or moved on them. If necessary, advice should be sought from a structural engineer.

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• This is to avoid the possibility of injury by persons contacting shattered glass.

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• Doors and gates must be suitably constructed, including being fitted with any necessary safety devices. More detailed guidance is set out in the Workplace (Health, Safety and Welfare) Regulations 1992.

References

1. Fire Safety - An Employer's Guide, HSE 1999, ISBN 01134 1229 0.
2. Fire Precautions in the Clothing and Textile Industries, Textiles Industry Advisory Committee, HSE 2000, ISBN 07176 1786 6.
3. The Health and Safety (Safety Signs and Signals) Regulations, 1996: Guidance on regulations, L64, HSE 1997, ISBN 07176 0870 0.
4. Fire Precautions, KDL9, available from KDLI, Publications (Tel: 0161 6249749) or from the Knitting Industries Federation Ltd. (Tel: 0116 254 1608).

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• See also Part 9.3 on Flammable substances and process fire precautions.
• The Fire Precautions (Workplace) Regulations 1997 (as amended) require employers to carry out fire risk assessments of their workplace. Ref. 1 provides advice on this matter
• Under the Fire Precautions Act, 1971, when any place of work has more than 20 people at work (or more than 10 on any floor other than the ground floor), or when a factory stores or uses highly flammable materials in or under the premises, a Fire Certificate is required.
• Detailed fire precautionary measures are specified in the Fire Certificate (and will have been detailed in the fire risk assessment), which will cover not only alarms but also sprinklers, extinguishers, exits, emergency lighting etc. Both Fire Prevention Officers and Insurance Inspectors will give additional advice if required.
• Gangways and passages forming part of a means of escape must be kept clear of obstruction at all times.
• Routines established for cleaning departments must include maintenance of the means of escape.
• All premises, especially those having a Fire Certificate, must have a means for giving people in the building warning in the case of fire. Call points should be sited in a prominent position near to or on the line of an escape route. Fire alarm systems must be tested or examined at least once every three months or more frequently if required by the enforcing authority. Test records must be kept.
• Automatic sprinkler systems are designed to detect and control a fire. Routine testing of the equipment, and frequencies, will be specified by the installer, and is usually carried out by an engineer under a service contract.
• Fire extinguishers must be maintained in an efficient working order and in a good state of repair, e.g. through maintenance contracts with suppliers. Inspections should be annual, with the service date recorded on the extinguishers. It is important that extinguishers are in a fixed position, where they can be visually checked at least monthly. Make sure that the fire extinguishers match the likely risk (e.g. foam extinguishers for flammable liquids), and that they are subject to regular inspection.
• Practice fire drills should be carried out at least once per year, but twice per year is recommended in most textile operations. Where there are alternative means of escape, the drill should be based on the assumption that one or more of the routes cannot be used because of the fire. During these drills the fire alarm should be operated by a member of staff who is told of the supposed outbreaks and thereafter the fire routine should be rehearsed as fully as circumstances allow. It is good practice to have a member of management and, where appointed, a safety representative to observe the drill and report its effectiveness to senior management.
• The Management of Health and Safety at Work Regulations require that every employer shall establish evacuation procedures and nominate a sufficient number of competent persons to implement those procedures. Members of staff (usually supervisors) should be appointed as floor or departmental fire marshals or wardens. Their duties include ensuring that the alarm has been raised, the Fire Brigade called and the department evacuated by a search including toilets. They will also ensure machinery is shut down, fire doors closed and handicapped persons are assisted. Finally they will carry out a roll call at a pre-determined assembly point. In order to achieve the latter, the marshals should be in a position to have a clear knowledge of who was in the department at the time of the outbreak of the fire.
• Check that any fire alarm can be easily operated by a person escaping from a fire, that it is clearly audible throughout the building and that there are arrangements for regular testing and maintenance.

References

1. Memorandum of Guidance on the Electricity at Work Regulations 1989, HS(R)25, HSE 1989, ISBN 0 7176 1602 9.
2. Regulations for Electrical Installations: IEE Wiring Regulations 16th Edition Institution of Electrical Engineers.
3. PM29 HSE Guidance Note Electrical hazards of steam water pressure systems etc.
4. Electricity at Work - Safe Working Practices HS(G)85, HSE 2003, ISBN 0 7176 2164-2..
5. Maintaining Portable and Transportable Electrical Equipment, 1994, HS(G)107, HSE.
6. Briefing Paper No.8: Electrical Safety, July 1997, Briefing Paper available from BCIA Ltd. (Tel: 0171 636 7788) or from GMB Clothing and Textile Section (Tel: 0181 947 3131)
7. Electrical test equipment for use by electricians, GS38, HSE 1995, ISBN 0 7176 0845 X.
8. Maintenance of Portable Electrical Appliances - Inspection and Testing HSE (CBWT).
9. Safety in Maintenance, KDL13, available from KDLI Publications (Tel: 0161 624 9749) or from the Knitting Industries Federation Ltd. (Tel: 0116 254 1608).
10. Safety in electrical testing at work - general guidance, INDG354, HSE 2002
11. Electrical switchgear and safety - a concise guide for users, INDG372, HSE 2003

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a. This responsibility will often be delegated to the Works Engineer or, if one is appointed, to a specialist electrical engineer.
b. It is of vital importance that the person appointed is competent to undertake the duties assigned with or without specialist advice. Competence may be judged by qualifications, training or experience and must be at an appropriate level for the responsibilities to be undertaken. The level of competence for a complex installation will clearly need to be higher than for a more simple installation.
c. Clearly drawn, accurate circuit diagrams and descriptions of the distribution system are essential to enable work to be done on it in a safe manner and enable inspection and testing to be carried out.
d. See reference (2) above. These are the basic rules to which a professional electrical engineer will refer for guidance on the standards required to be met by a fixed electrical installation.
e. Guidance on the nature of the periodic inspection and test can be obtained from Chapters 61 and 63 of the IEE Wiring Regulations; Appendix 16 of which outlines a recommended form of certificate. The inspection and test should normally be carried out by or under the supervision of an independent expert who is a member of an appropriate professional body. The expert should recommend when the next inspection and test should be carried out (5 years or less depending on the nature of the system and the conditions of use).
f. Only authorised personnel or appointed contractors should work on the electrical system.
g. There are specific requirements (Regulation 16 - REF 1) for knowledge and experience or supervision when such knowledge or experience is required to prevent danger or injury. Detailed comments are given in REF 1.
h. Working on or near live conductors is specifically prohibited by Regulation 14 (REF 1) except in the very few circumstances where there is no alternative and suitable precautions are taken. Detailed comment and guidance is given in REF 1. Where specialist electrical staff are employed, the requirements of this Regulation should be discussed with them and guidelines drawn up to cover any types of work where live working might occur. The guidelines should be in writing and rigorously enforced.
i. Many electrical accidents occur when contractors are working on equipment and inadequate prior agreement has been reached on who is responsible for the safety of the system or the part being worked on. This should be agreed well in advance of the work to avoid misunderstanding.

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a. This responsibility will often be delegated to the Works Engineer or, if one is appointed, to a specialist electrical engineer.
b. It is of vital importance that the person appointed is competent to undertake the duties assigned with or without specialist advice. Competence may be judged by qualifications, training or experience and must be at an appropriate level for the responsibilities to be undertaken. The level of competence for a complex installation will clearly need to be higher than for a more simple installation.
c. This should be a normal part of the purchase or supply. If in doubt, manufacturers' or independent expert advice should be obtained.
d. Regulation 4(2) of the Electricity at Work Regulations (REF 1) requires all parts of an electrical system (which includes conductors and equipment) to be maintained. Regular inspection and testing are an essential part of such a maintenance system. It should be noted that examination is likely to be more frequent for portable rather than fixed equipment, and for wet rather than dry processes.
e. A suitable system for recording faults and action taken should be kept.

Users should be under clear instructions to report defects likely to affect safety. This is particularly important with portable equipment that should be given a visual examination before use on each day.

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• Only authorised personnel or appointed contractors should work on the electrical system.

• There are specific requirements (Regulation 16 - REF 1) for knowledge and experience or supervision when such knowledge or experience is required to prevent danger or injury. Detailed comments are given in REF 1.
• Working on or near live conductors is specifically prohibited by Regulation 14 (REF 1) except in the very few circumstances where there is no alternative and suitable precautions are taken. Detailed comment and guidance is given in REF 1. Where specialist electrical staff are employed, the requirements of this Regulation should be discussed with them and guidelines drawn up to cover any types of work where live working might occur. The guidelines should be in writing and rigorously enforced.
Many electrical accidents occur when contractors are working on equipment and inadequate prior agreement has been reached on who is responsible for the safety of the system or the part being worked on. This should be agreed well in advance of the work to avoid misunderstanding.

References

1. The Pressure Systems Safety Regulations 2000, SI2000/128 HMSO.
2. Safety of pressure systems, Pressure Systems Safety Regulations 2000, Approved Code of Practice, L122, ISBN 0 7176 1767 X.
3. Pressure Systems Safety and You, IND 261, HSE 1997, ISBN 0 7176 1452 2.
4. Automatically controlled Steam and Hot Water Boilers, PM5, HSE 1989, ISBN 0 7176 1028 4.
5. High Temperature Textile Dyeing Machines, PM4, HSE 1997, ISBN 0 7176 1410 7.
6. Safety at Autoclaves, PM73, HSE 1998, ISBN 0 7176 1534 0.
7. Explosion Risk at Pressure Vessels Used for Bleaching Materials with Hydrogen Peroxide, HSC764/3, information sheet which is not on general publication but is accessible from HSE
8. Steam Boiler Blowdown Systems, PM60, HSE 1998, ISBN 0 7176 1533 2.

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Examples of pressure systems are: boilers and steam heating systems, process plant and piping, air compressor sets (fixed and portable), pressure cookers, autoclaves and retorts, heat exchangers and refrigerator plant, valves, steam traps and filters, pipework and hoses, pressure gauges and level indicators

• A written scheme of examination is required to cover all protective devices, all pressure vessels in which a defect may give rise to danger, and any parts of the pipework in which a defect may give rise to danger. The scheme has to be drawn up, or certified as suitable, by a competent person.

• See Reference 3 for detailed advice on the operation and routine maintenance of steam boilers. These checks are important. Failure of low water and other alarm systems may result from inadequate water treatment and may ultimately lead to an explosion.

• Users are required to establish the safe operating limits of any pressure system. For example, for boilers it is necessary to know what used to be called the maximum safe working pressure.

• Remember particularly to ensure that those who may be called upon to act know what to do in the event of any of the alarm systems sounding (e.g. when and how to shut the boiler door). There should be someone on site at all times when the boiler is operating who is capable of shutting the boiler down or of ensuring that the automatic controls have shut it down effectively.

References

1. Control of Asbestos at Work Regulations 2002.
2. The Asbestos (Licensing) Regulations 1983.
3. A guide to the Asbestos (Licensing) Regulations 1983 - Guidance on regulations, L11, HSE 1999, ISBN 0 7176 2435 8.
4. Management of asbestos in non-domestic premises, Approved code of practice and guidance, L127, HSE 2002.
5. Work with Asbestos Insulation, Asbestos Coating and Asbestos Insulation Board, Control of Asbestos at Work Regulations 2002, Approved Code of Practice, L28, HSE 2002, ISBN 0 7176 2563 X.
6. A short guide to managing asbestos in buildings, INDG223, HSE 2002.
7. A comprehensive guide to managing asbestos in buildings, HSG227, HSE 2002, ISBN o 7176 2381-5
8. Working with Asbestos Cement, HS(G)189/2, HSE 1999, ISBN 0 7176 1667 3.

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• The 2002 regulations introduced a duty to manage. It applies if you have maintenance and repair responsibilities for non-domestic premises either through a contract or tenancy agreement or because you own the premises. The duty requires you to manage the risk from asbestos by:
- finding out if there is asbestos in the premises, its amount and what condition it is in;
- presuming materials contain asbestos, unless you have strong evidence that they do not;
- making and keeping up to date a record of the location and condition of the ACMs or presumed ACMs in your premises;
- assessing the risk from the material;
- preparing a plan that sets out in detail how you are going to manage the risk from this material;
- taking the steps needed to put your plan into action;
- reviewing and monitoring your plan and the arrangements made to put it in place; and
-providing information on the location and condition of the material to anyone who is liable to work on or disturb it.
(d) introduce a duty on the employer to prepare procedures, provide information and establish warning systems to deal with an emergency in the workplace related to the use of asbestos in a work process or the removal or repair of asbestos-containing materials (regulation 14).

Your decision on what to do to manage the risks will be affected by the condition of the asbestos containing material. If the asbestos is:
- in good condition; and
- is not likely to be damaged; and
- is not likely to be worked on or disturbed;
it is usually safer to leave it in place and manage it.

If the asbestos is in poor condition or is likely to be damaged or disturbed you will need to decide whether it should be repaired, sealed, enclosed or removed. If you are unsure of the condition of the asbestos and cannot decide what action to take, seek specialist advice from either an asbestos surveyor, a laboratory or a licensed contractor.

References

1. Lifting Operations and Lifting Equipment Regulations 1998 (LOLER), Approved Code of Practice and Guidance, L113, HSE 1999, ISBN 0 7176 1628 2.
2. Safe Handling of Bales, C25, HSE 1994, ISBN 0 7176 0692 9.

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• LOLER requires that all lifting equipment, other than new CE marked equipment, be thoroughly examined by a competent person before being used for the first time. The competent person would normally be a specialist lifting company or insurance inspector.

• The general requirement on all lifting equipment is that they must be of good construction, sound material, adequate strength and free from defect. They must be adequately supported or suspended, and maintained.

• All lifting equipment must be thoroughly examined by a competent person every 14 months.

• The competent person will advise on requirements.

• LOLER requires that a lift must be of a good mechanical construction, sound material, adequate strength and be properly maintained. It must have an enclosure with gates so that no one can fall into the hoist or lift way, or come into contact with a moving part. It must have interlocked gates, so that the hoist cannot be operated unless the gate is closed. It must be thoroughly examined by a competent person every 6 months. The competent person would normally be a specialist lifting company or insurance inspector.

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• LOLER requires that all chains, ropes and lifting tackle, other than new CE marked equipment, be thoroughly examined by a competent person before being used for the first time. The competent person would normally be a specialist lifting company or insurance inspector.

• The general requirement on all chains, ropes and lifting tackle is that they must be of good construction, sound material, adequate strength and free from defect.

• Chains, ropes and lifting tackle must be thoroughly examined every 6 months.

• The competent person will advise on requirements.

• The Joint Standing Committee Notes of Guidance on Bale Handling gives practical advice on the use and storage of slings and clamps.

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• The risk assessment required under the MHSW Regs will identify the hazards and corresponding risks. The requirement for proper planning in Reg. 8 of REF 1 should therefore address how these risks are to be eliminated or adequately controlled.

• Level of supervision should be appropriate to the risks, e.g. it does not mean that an experienced fork lift driver would need direct supervision for each routine lift but they may need supervision if they are required to lift unusual loads.

References

1. The Prevention or Control of Legionellosis (including Legionnaires Disease): Approved Code of Practice and Guidance, L8, HSE 2000, ISBN 0 7176 1772 6.
2. General COSHH ACoP, Carcinogens ACoP and Biological Agents ACoP: Control of Substances Hazardous to Health Regulations (COSHH) 1999 and Approved Codes of Practice, L5, HSE 1999, ISBN 0 7176 1670 3.

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• Legionella is the name given to a genus of bacteria, exposure to which can result in several forms of fever and illness. One of these is Legionnaires Disease. Certain designs of water systems and their locations/routing can lead to proliferation of the bacteria and these areas of concern must be identified and managed to prevent an outbreak of disease. References 1 above give further details on how to identify these systems/locations/routes plus available control methods.

• The Notification of Cooling Towers and Evaporative Condensers Regulations 1992 (SI1992/2225) require notification to local authorities of installations of wet cooling towers and evaporative condensers.

• The main route of entry into the body of the legionella bacteria is via inhalation of infected droplets of water. Where systems which are susceptible to colonisation by legionella have been identified, a risk assessment must be carried out which considers the following:-

- the potential for drop formation;
- water temperature;
- the likely risk to those who will inhale water droplets; and
- means of preventing or controlling the risk.

• Systems should be in place to prevent conditions which permit legionella to proliferate and to avoid creating a spray or aerosol. Legionella may be present in low concentrations but by careful control it will be prevented from multiplying.
• For most hot and cold water systems a relatively simple record will suffice. Further advice can be obtained from Reference 1 above.
• Water services should be routinely checked and inspected and should be well maintained. The frequency of inspection and maintenance will be identified from the results of the risk assessments.
• If water treatments are employed, then a COSHH assessment should be carried out to ascertain the risks associated with the use of the substances involved in the water treatment.
• Emergency procedures should include the actions to be taken in the event of an outbreak of legionellosis.