HEALTH AND SAFETY PROCEDURE MANUAL - Docuprint · pd/rev/september 2006 1 health and safety procedure manual controlled copy no: 1 date of issue: september 2006 issued by: health

PD/REV/SEPTEMBER 2006

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HEALTH AND SAFETY PROCEDURE MANUAL

CONTROLLED COPY NO: 1 DATE OF ISSUE: SEPTEMBER 2006

ISSUED BY: HEALTH & SAFETY OFFICER AUTHORISED BY: THE OPERATIONS MANAGER

This manual is the property of DOCUPRINT LIMITED and is made available to all

staff and visitors for their understanding, observance and safety. New sections and replacement sheets will be issued as necessary to keep the information in line

with changes in personnel, working practices and materials, Health and Safety Law and Codes of Practice.


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HEALTH AND SAFETY PROCEDURES MANUAL

CONTENTS FORMAT ARRANGEMENTS A FORWARD

B DOCUPRINT LIMITED HEALTH AND SAFETY POLICY STATEMENT

C ORGANISATION OF HEALTH AND SAFETY AT DOCUPRINT

D ADMINISTRATION OF HEALTH AND SAFETY AT DOCUPRINT

E ACTIONING OF HEALTH AND SAFETY AT DOCUPRINT

F SUMMARY OF ARRANGEMENTS FOR ENSURING HEATH AND

SAFETY AT DOCUPRINT

G MANAGEMENT OF HEALTH AND SAFETY AT WORK

H COMPANY SAFETY RULES

SPECIFIC ARRANGEMENTS SA1 FIRST AID PROVISION

SA2 ACCIDENT PREVENTION

SA3 ACCIDENT REPORTING AND INVESTIGATION

SA4 FIRE AND EMERGENCY PROCEDURES

SA5 AUTHORISATION/TRAINING

SA6 WELFARE PROVISIONS

SA7 MANUAL HANDLING OPERATIONS

SA8 DISPLAY SCREEN EQUIPMENT

SA9 PROVISION AND USE OF WORK EQUIPMENT

SA10 PERSONAL PROTECTIVE EQUIPMENT

SA11 MAINTENANCE

SA12 CONTRACTORS

SA13 VISITORS

SA14 ELECTRICITY AT WORKS REG. , as amended

SA15 NOISE

SA16 CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH)

SA17 MANAGEMENT OF ASBESTOS MATERIALS ON SITE

SA18 FORK LIFT OPERATION

SA19 GUILLOTINE OPERATION

SA20 CHASE ROAD SITE

SA21 NEW EMPLOYEE INDUCTION PROGRAMME


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Section A

HEALTH AND SAFETY PROCEDURES MANUAL

FORWARD

This is the Health and Safety Procedure document for DOCUPRINT LIMITED. Documented herein are the Company policy statements, organisation and responsibilities in respect of the provisions for the management of Health and Safety at work. In addition specific arrangements are documented for particular hazards which are likely to be experienced within the company. The company have implemented measures to protect the Health and Safety of its employees at work, it should be remembered that the workplace can be a potential source of danger and many simple tasks carry risks to Health and Safety if not undertaken correctly. It should be noted that the Health and Safety at Work Act , as amended states that: “It shall be the duty of every employee while at work:- To take reasonable care for the health and safety of himself and of other persons

who may be affected by his acts or omissions at work, and As regards any duty or requirement imposed on his employer or any other person by

or under any of the relevant statutory provisions, to co-operate with him so far as is necessary to enable that duty or requirement to be performed or complied with”.

Management are also bound by the Act: “It shall be the duty of every employer to ensure so far as is reasonably practicable, the health, safety and welfare at work of all his employees”. The management also have a common law duty: “the employer must take reasonable care not to subject his employees to unnecessary risks”.


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Section B

DOCUPRINT LIMITED HEALTH AND SAFETY

POLICY STATEMENT POLICY STATEMENT The Directors recognise that they have a responsibility to ensure that all reasonable precautions are taken to provide and maintain working conditions which are safe, healthy and comply with all statutory requirements and codes of practice. The Group will, so far as is reasonably practicable, pay particular attention to: The provision and maintenance of plant and systems of work that are safe and healthy: Arrangements for ensuring safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances; The provision of such information, instruction, training and supervision to ensure the health and safety at work of staff and others; The control of the place of work maintaining it in a safe condition; The provision of a safe means of access to and egress from the place of work; The maintenance of a working environment that is safe, without risks to health and provides adequate facilities and arrangements for welfare at work. Signed ………………………………………. Date …………………………. Title …………………………………………..


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Section C

ORGANISATION OF HEALTH AND SAFETY AT DOCUPRINT LIMITED.

1. The general direction of health and safety at work is delegated by the Operations

Manager to the Health and Safety Officer, Managers and Supervisors in respect of responsibility and authority for the effective execution of approved policies.

2. The general administration of Health and Safety at Work is the responsibility of

the Production Manager/Health and Safety Officer who reports directly to the Operations Manager in this matter.

3. The Operations Manager and Health and Safety Officer are supported by

external Safety Advisor’s from HB & Associates, Health and Safety Management. The Health and Safety Officer will liase with Managers, Supervisors and Staff to ensure that H & S policies are implemented and maintained throughout the site.


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Section D

ADMINISTERING HEALTH AND SAFETY AT DOCUPRINT LIMITED

1. Management:

The general function of Management is to ensure that all policies, decisions, instructions and advice are carried out as far as is reasonably practicable. In particular, Directors, Managers, and their most senior colleagues have the responsibility to ensure that their staff:

a) Carry out Health and Safety arrangements rigorously day in and day out. b) Review reports and information produced by the various advisory bodies,

especially those by the Health and Safety Officer and take action when appropriate.

c) When organising new programmes and operations seek the advice of the Health

and Safety Officer to ensure that all proper safety precautions have been taken. d)

Managers and Supervisors in particular have the task of instructing both new and established employees, ensuring that the code embodied in the Company booklet on Health and Safety at Work is observed, ensuring that safety rules and procedures contained in the Health and Safety Policy are recognised and followed; making safety checks in their area and ensuring that any action required is properly taken.

2. The Company Health and Safety Officer’s Functions are: To keep under review measures to ensure the health and safety at work of

employees, visitors and members of the public to which the Company owes a duty of care.

To monitor the effectiveness of Health and Safety policy and procedures on an

annual basis. To advise the Company Management of any changes in policy or action necessary

to improve standards of health and safety within the Companies activities. To co-ordinate health and safety activities across the site including the effectiveness

of the safety content of employee training, the development of safety rules and safe systems of work.

To study accidents, near miss incidents and notifiable diseases statistics and trends,

also safety audits so that reports can be made to Management on unsafe and unhealthy conditions and practices, together with recommendations for corrective action.

To consider reports and factual information provided by Inspectors of the Health and

Safety Executive, and to ensure adequate links with appropriate Inspectors. To ensure adequate communications on health and safety matters with all

employees.


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Section E

ACTIONING HEALTH AND SAFETY AT DOCUPRINT LIMITED

1 Operations Manager To ensure there is an effective Health and Safety Policy for the Company and

periodically appraise its effectiveness. Be aware of major hazards and ensure that Managers and Supervisors make

periodic checks to ensure that approved safety precautions are being carried out. Ensure all levels of Management understand, actively support and implement the

Health and Safety Policy and Procedures. Maintain interest and enthusiasm for Health and Safety amongst subordinates. Be aware of statutory legislation, Common Law and Codes of Practice affecting his

sphere of operation. Ensure that the Company’s activities are conducted in such a way that the general

public are not exposed to risks to their safety or health. Ultimate responsibility for health and safety rests with the Operation Manager. 2 Managers/Supervisors

The Managers/Supervisors are responsible for the health and safety of employees at work in their department. They must therefore:-

a) Contribute to and fully support the Health and Safety Policy. b) Ensure their subordinates are so instructed and trained so that they fully

implement the Health and Safety Policy and Procedures. c) Be informed about statutory legislation, Common Law and Codes of Practice as it

affects their Department. d) Continuously monitor safety performance in their section and initiate action to

reverse adverse trends. e) Maintain interest and enthusiasm for safe working amongst all employees.

Actively seek their co-operation and assist them in resolving problems referred to them and refer to their superior any problems which they cannot safely control.

f) Ensure access to all safety doors, alarm buttons and fire extinguishers are

available. g) Ensure appropriate personal protective equipment is available and used. h) Be aware and ensure observation of site instructions imposed on all contract

employees.


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i) Ensure that contractors under their direction carry out their work according to

Company Policy and conditions laid down in ‘Rules for Contractors’. j) Ensure that adequate records required by law are maintained in the relevant

areas. k) Ensure prompt attention is given to repair and maintenance requirements. l) To ensure that Product Safety Data Sheets are contained and maintained in

manual form for user department reference and that COSHH assessments are conducted.

m) To set a good example to staff in all aspects of Health and Safety within the work

place. 3 Employees

All employees are responsible for:- a) Making themselves familiar with the Company Health and Safety Policy, Safety

Rules and Safety Procedures. b) Taking all due care for the health and safety of both themselves and their fellow

employees. c) Observing company Safety Rules and Safe Working Practices at all times. d) Wearing and using appropriate protective equipment as required. e) Co-operating with the Company in the implementation and observation of all

statutory requirements. f) Not misusing or interfering with anything provided by the Company in the interest

of Health and Safety at Work. g) Reporting all accidents or hazards outside their personal control to their

immediate Supervisor. h) In addition to any disciplinary action which may be taken for breaches of personal

responsibility for Health and Safety, in the case of breaches of statutory requirements individuals may beheld personally liable under the law.


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Section F

SUMMARY OF ARRANGEMENTS TO ENSURE HEALTH AND SAFETY AT DOCUPRINT LIMITED.

It is the policy of the Company to give the greatest importance to the health and

safety of its employees and to the general public with whom it comes into contact, directly or indirectly.

The Management will at all times ensure that the organisation and arrangements for

health and safety are clearly defined, regularly monitored and updated and that all necessary and appropriate training is carried out.

In the design, production, operation and maintenance of all plant, equipment and

facilities, it is the responsibility and duty of all Managers to maintain the safest possible working conditions for all Company activities.

It is the duty of each employee to:-

take all possible care for his or her own health and safety and for that of other persons who may be affected by his or her acts or omissions.

comply with Company safety regulations and any safety regulations specific to his or her job.

5 Surveillance is carried out to ensure as far as is reasonably practicable that

appropriate standards will be maintained in occupational health, safety, welfare and environmental matters, concerning such as:

- company activities which may affect neighbouring areas - monitoring of the acquisition, use and disposal of dangerous substances. - vetting of proposals for new, or alterations concerning plant, processes, or

building operations, before authorisation is given to proceed. - Inspection of plant and equipment and its operational surroundings and relevant

services, for safe operation. - Storage of highly flammable and dangerous substances - Control of substances discharged to drains or atmosphere - correct disposal and interim storage of waste materials - means of escape, of giving warning, instructional signs, fire fighting appliances,

requirements for automatic detection and other fire precautions, including the use of combustible and flammable materials

- compliance with statutory requirements and Health and Safety Executive Codes

of Practice - instructions for procedure in the event of fire are posted at all break-glass alarm

points near exits and elsewhere.


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- brief instructions for obtaining first-aid are marked on every notice board. A first-

aid team of male and female staff (holding valid first-aid certificates) is maintained

- a system is in operation which requires the reporting by employees of all

accidents and unsafe situations. This is followed by an investigation to determine the cause of the accident and to ensure the elimination of unsafe situations

- employees are charged with the responsibility for visitors and contractors and

should observe the directions on this matter contained in the relevant section of the policy

- arrangements exist for the observance of special regulations covering young

persons, female employees and staff with permanent or temporary disability 7 Training

All employees are given training appropriate for the work they do. All other staff are given general training as part of their induction when joining or changing jobs within the organisation.

8 Electrical Equipment

All electrical equipment supplied to staff will be regularly checked and maintained by an approved electrical contractor under the Electricity at Work Regulations , as amended.


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Section G

MANAGEMENT OF HEALTH AND SAFETY AT WORK

a) The company will pay full regard to the requirements of the Management of

Health and Safety at Work Regulations , as amended. b) An assessment will take place to assess the risk to health and safety of all

employees, including new and expectant mothers and young persons, and to do what is reasonably practicable to control those risks. Records shall be kept of the assessments.

c) The management as a result of completing its assessment of risk will

communicate information to employees about the risks to Health and Safety. Information given to staff will contain preventative and protective measures to avert the identified risks.

d) Training will be made available to all staff with regard to Health and Safety on

starting with the Company. Further training will be given if new or increased risks are foreseen.

e) All staff have a duty to report dangerous or ill health situations, or unsafe

equipment or processes to their line management.

f) The company will conduct surveillance where the following criteria apply.

An adverse health condition is related to the work concerned. There is a reasonable likelihood that an ill health condition may occur under

the particular condition of work. Surveillance is likely to further the protection of the health of the employees.


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Section H

COMPANY HEALTH AND SAFETY RULES

FACTORY AREA

Accident, injury, near misses, dangerous occurrences and unsafe conditions. All near miss incidents, dangerous occurrences, unsafe conditions, Injury and accidents must be reported to the relevant Manager/Supervisor as standard company policy and outlined in Section SA3 of this manual. Housekeeping. • All employees must maintain good housekeeping in their assigned work

areas. • Gangways and fire exits must be kept clear; obstacles, waste materials and

unwanted equipment removed; oil leaks and spillage’s cleared up; pallets properly placed and stacked.

• Broken pallets should not be used and goods stacked only to a safe height. • Any substances spilled on the floor shall be cleaned up immediately. • Only dispose of waste materials in proper waste containers provided. Emergency Equipment. All emergency equipment, such as fire extinguishers and fire exits must be kept clear of obstruction. Fire Instructions. All employees must fully understand and observe the fire instructions contained both in this manual and within the company premises.

Machine Operation, Adjustments and Cleaning.

Machine operation, adjustments and cleaning must be accomplished without bypassing any safety procedure or equipment provided.

• Always ensure that any equipment used is in safe working order. Any defect or malfunction must be reported to the Production Manager immediately.

• Only attempt to clean a machine (provided you have been trained) when the electrical power to the machine is disconnected or within established safe running procedure.

• Health and Safety must be a prime consideration at all times. Safety Devices and Machine Guards Before starting any machine ensure that all safety devices are working correctly, safety guards are correctly applied and not removed during operation. Any damage to, or malfunction of, guards or safety devices must be reported to the Production Manager immediately.


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• Do not attempt to work or operate machinery unless you are competent and

authorised to do so. • Always check the safety of ladders and steps before use and that they will not

move under load. Electrical Equipment Never interfere or tamper with electrical equipment. Any electrical defect must be reported immediately to the Production Manager. Switch off all electrical equipment (other than computer equipment) when not in use. Machine Repairs and Maintenance Machines must be locked out and “DO NOT USE “ notices applied anytime a piece of machinery is under repair or maintenance. These notices must not be removed by anyone other than the person performing the task. Exceptions to this rule may be authorised by the Production Manager under controlled conditions and with the full knowledge of the person performing the task. Movement within the Factory Always walk – never run. Be aware of moving forklift and pallet trucks. Recognise at all times the dangers of moving machinery. Lifting, Pulling and Pushing Always observe correct lifting, pulling and pushing methods and use the relevant equipment provided. Do not strain – seek assistance if a load is too heavy. When lifting, bend your knees and not your back. Forklift Trucks Forklift trucks may only be operated by authorised, trained employees. Do not stand, ride or be lifted on a fork truck without using specifically designed equipment. Protective Clothing and Safety Equipment Any protective clothing and safety equipment provided must be used when required by Safety regulations. Missing or damaged protective clothing or equipment should be reported to the department management. Clothing and Hair Loose clothing or jewellery must not be worn while working on machinery. Long hair should be confined or tied back to avoid the possibility of it catching in a machine. Do not wear clothing unsuitable for the working environment.


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Horseplay Horseplay in any manner, shape or form will not be tolerated. Statutory Notices Observe the instructions and warnings given out on the company notice boards. Alcohol and Drugs No employee will be allowed to attend work under the influence of alcohol or drugs thereby rendering him/herself unable to carry out normal duties in a safe and proper manner. The company reserves the right to test any employee suspected of being under the influence of alcohol or drugs whilst on this company’s premises. Failure to comply with any appropriate tests may result in disciplinary action being taken. Mobile Phones The use of private mobile phones is not permitted on the premises during working hours in any departments. Personal phone calls can be received in an emergency via the main switch board or factory direct line. These numbers are displayed on the main notice board. COSHH Regulations All chemicals in use within the company have been assessed for hazards or risks attaching to their usage. Read assessment sheets and make yourself aware and follow any precautions stated. Training All employees will be given appropriate safety induction training and the company safety rules explained. In addition they will be properly trained to carry out the specific responsibilities of their own individual job.


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Section H

COMPANY HEALTH AND SAFETY RULES

OFFICE AREA Office Safety Rules

Furniture and equipment must be arranged so as to avoid injury from sharp corners. Upper drawers of filing cabinets must not be overloaded causing them to become top-heavy. Only one draw of a filing cabinet must be open at a time so as to avoid a tipping hazard. Wall storage racks must be securely anchored to prevent their movement or tipping and must not be overloaded. Access to high upper storage shelves must only be gained by using steps or safe access provided. Cables from electric heaters, telephones and leads to office electrical equipment are not to be laid across the floors so as to cause a tripping hazard. Floor coverings must be held down securely and kept flat and free from wear in places where a person could trip. At the end of each working day non-essential electrical appliances are to be switched off and their wall socket plugs removed. All electrical faults must be reported to the Department Manager. Any simple adjustments to electrical equipment must be made with the power switched off. Electrical heaters may only be used if properly guarded in accordance with British Standards. Good house keeping must be maintained by keeping floors and working areas tidy, ensuring that fire exits and passageways are not blocked, and taking care when using extension cables so that they do not cause an obstruction.

Fire exits must be kept clear at all times.

Fire extinguishers are to be kept readily accessible and where possible are to be positioned on wall brackets. All employees must be aware of these locations, of the methods of operation of fire extinguishers and of fire drill procedure for evacuation. The Health and Safety Officer is responsible for ensuring all fire-fighting equipment is regularly serviced by the appropriate agency.


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The use of private mobile phones is not permitted on the premises during working hours in any departments. Personal phone calls can be received in an emergency via the main switch board. This number is displayed on the main notice board. No employee will be allowed to attend work under the influence of alcohol or drugs thereby rendering him/herself unable to carry out normal duties in a safe and proper manner. The company reserves the right to test any employee suspected of being under the influence of alcohol or drugs whilst on this company’s premises. Failure to comply with any appropriate tests may result in disciplinary action being taken.

REMEMBER-

SAFETY BEGINS WITH YOU!

YOUR WELL BEING AND THAT OF YOUR COLLEAGUES

IS IN YOUR HANDS AS WELL

DO NOT ABUSE THAT RESPONSIBILITY


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SPECIFIC ARRANGEMENTS


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Section SA1

FIRST AID PROVISIONS There are arrangements whereby First Aid is given quickly to people injured on

the premises. The company will endeavour to provide a sufficient number of trained First Aiders

and an adequate supply of First Aid facilities.

The names of First Aiders and appointed person are displayed on Notice Boards throughout the Company.

All necessary equipment for the protection of employees and those who may be

affected by certain activities will be provided. All such equipment will comply with a relevant standard and be maintained by the

company management.

A First Aider will be nominated to ensure the first aid box is replenished on a regular basis.


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Section SA2

ACCIDENT PREVENTION

Regular inspections will be carried out by the Production Manager/Health and Safety Officer of all plant and equipment, workplaces and work procedures. To assist in this regard the company will subscribe to the Safety Officer Service available through HB & Associates. Where examination of certain pieces of equipment is required by statute then the company will appoint a competent person to fulfil these legal requirements i.e.: Electrical Equipment and Circuitry Machinery guards and maintenance Portable hand tools Access equipment Guillotine Machinery Forklift Truck and pallet trolleys Testing of fire warning equipment Inspection of fire fighting equipment Fire drill Records will be kept of all such inspections and examinations by the Health and Safety Officer in the central H & S file.


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Section SA3

ACCIDENT REPORTING AND INVESTIGATION Investigation All reported accidents, defects and near misses will be investigated by the Health

and Safety Officer, Managers or Supervisors and the cause(s) established. Defects will be assessed and if necessary will be repaired before further work or use and remedial action will be taken to prevent further accidents.

Accident Reporting

Injury Accidents All accidents must be reported to the Supervisor. Details of minor injuries,

requiring first aid treatment will be entered in the D.S.S. B1510 Accidents Book.

Details of injuries resulting in time lost from work will be entered into the Accident

Register. The reporting of injuries, Diseases and Dangerous Occurrence will be conducted

in line with current Legislation by the Production Manager.

Damage Accidents All accidents resulting in damage to plant or equipment must be reported to the

Section Manager or Supervisor. Defects will be assessed by the Manager or Supervisor and where necessary

defects will be repaired before further work or use of the damaged equipment.


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Section SA4

FIRE AND EMERGENCY PROCEDURES

PROCEDURE TO BE FOLLOWED IN THE EVENT OF FIRE OR OTHER EMERGENCY NECESSITATING EVACUATION

1 If you discover an UNCONTROLLED FIRE: a) Break glass of the nearest fire alarm. b) Report the location of the fire to your Manager/Supervisor.

2 If you discover a MINOR FIRE: a) Try to extinguish it immediately. The first few seconds count. b) If the fire cannot be extinguished quickly, break the glass of the alarm and

notify your Manager/Supervisor.

c) Until help arrives you may tackle the fire with an appropriate extinguisher, – but only if it is safe to do so. DO NOT ENDANGER YOURSELF. Make sure your escape is clear.

3 Prevent fires starting by: a) Ensuring that your staff are careful to observe the company No Smoking

Policy on site. b) Not allowing combustible materials and rubbish to accumulate.

c) Reporting defective electrical equipment or cables, mis-use of heating

appliances, or leakage of flammable liquids.

d) Making sure that stoppers on containers of flammable liquids are replaced immediately after use and that all units are stored in the appropriate fire proof lockers at night.

e) Report any know instances which may contribute to a fire hazard.

4 Precautions

Ensure Emergency Fire Exits are not blocked and that they can open correctly. Ensure fire extinguishers are readily available, they are kept in their recognised position and access to them is not obstructed.


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Section SA4

FIRE AND EMERGENCY PROCEDURES DUTIES AND EMERGENCY INSTRUCTIONS FOR MANAGEMENT IN THE EVENT OF FIRE OR OTHER EMERGENCY NECESSITATING EVACUATION 1 Ongoing Responsibility a) Ensure that everyone in your department is aware of the means of escape and

the action they should take when the alarm is sounded. b) Keep up to date list of all personnel in reception for the purpose of roll call. c) Nominate persons to take specific action if necessary to effect evacuation as

quickly and efficiently as possible. d) Check the serviceability of fire-fighting equipment periodically by reviewing

supplier test records and ensure that fire points and exits are free from obstruction.

2 Senior Management a) Assess the nature of extent (if possible) of the incident and if fire is present

ensure the fire alarm has been sounded. Carefully observe the incident area and assess the following:-

Hazards present. Dangers from explosions, e.g leaking gas, combustible fluids or materials. Dangers from damaged buildings, vehicles etc. Send for ambulance by dialling 999 if there are any persons injured. b) Check to ensure that all employees and visitors have evacuated the premises

and are assembled at the Assembly Point. Conduct a roll call. Prevent entry into the danger area.

c) If there are any absentees check with the relevant Managers, Supervisors or

colleagues to ascertain whether or not they were on the premises (i.e. absent through holidays, sickness, lunch etc.).

d) Where a person is trapped within the area check whether it is possible to carry

out a rescue without endangering yourself or anyone else. If it is not possible then await the arrival of the Fire Brigade.

e) On the arrival of the Fire Brigade give all assistance as directed by the Brigade

Officer.


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SECTION SA4


EVACUATION ROUTINE – ALL STAFF On hearing the Fire Alarm, switch off all machines and proceed immediately to the Fire Assembly point in the car park at the front of the building. Leave the premises at your nearest Fire Exit as quickly as you can and close all doors behind you. Leave in an orderly fashion, shutting the doors behind you.

DO NOT RUN.

Do not attempt to recover personal belongings however tempting e.g. coats bags etc. LEAVE THE PREMISES IMMEDIATELY.

Report to the Senior Manager at the Fire Assembly Point who is taking the roll call. Ensure that any visitors or contractors for whom you are responsible have evacuated

the premises. Report any noted absentees to the Senior manager Report any injury to the Senior Manager. Do not attempt to rescue any persons who may be trapped by fire, but report to the

Senior Manager immediately after vacating the premises. The receptionist or Health and Safety Officer shall remove the visitors book and role

call register from reception. The Senior Manager will then check off all visitors and staff.

• DO NOT LEAVE THE ASSEMBLY AREA UNTIL INSTRUCTED.


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Section SA4


FIRST AID ROUTINE – FIRST AIDERS On hearing the Fire Alarm proceed to the assembly point in the car park at the front

of the building. Report to the Senior Manager. Liase with the Senior Manager to ascertain the extent of the fire and its probable

cause. This may indicate the type of injuries which may result. Check with the Senior Manager that everyone has evacuated the building. Treat minor injuries or burns. Where serious injuries, burns, smoke inhalation, asphyxiation, or serious skin

irritation has occurred notify the ambulance service. Inform the Senior Manager that an ambulance is required or that the ambulance

service has been notified. Apply First Aid to the seriously injured. Ensure that whatever first aid equipment is used is replaced immediately following

any incident by the senior First Aider.


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Section SA5

AUTHORISATION/TRAINING a) Employees are only authorised by the Production Manager or other Management

to use plant and equipment provided. b) No employee shall use any plant unless authorised to do so by these Managers. c) In particular the following items of plant and equipment may only be used, or set

to use, by employees who have been specifically trained and appointed in writing:

- Guillotine operation may only be covered by trained company approved

staff. - Forklift Trucks may only be operated by trained and licensed employees. - Abrasive Wheels may only be changed or mounted onto driving spindles by

trained and authorised employees in line with the Provision and Use of Work Equipment Regulation , as amended.

c) Safety training is the responsibility of Line Management who will ensure that all

employees are adequately trained. All training requirements will be updated and training systems will be constantly reviewed.

d) Records of training will be kept by the Health and Safety Officer in the relevant

area.


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Section SA6

WELFARE PROVISIONS a) In order to ensure that good hygiene is encouraged the company provides

appropriate facilities such as toilets, washing facilities, lockers, drinking water and ‘messing’ facilities as required by the Workplace (Health, Safety & Welfare) Regulations, as amended.

b) All such facilities will be maintained in a clean and healthy condition and made

available for use by staff. c) Any special hygiene needs will be provided where appropriate. d) If employees are found to misuse any welfare provisions provided, disciplinary

action will be taken.


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Section SA7

MANUAL HANDLING OPERATIONS a) The Company will conduct a survey of its operations to assess if there are any

risks to the health and safety of its employees who are involved in manual handling operations.

b) Manual handling operations will be avoided as far as is reasonably practicable, if

they are shown to be a hazard. c) Management will ensure that where it is not practicable to avoid manual handling

operations which involve a risk of injury, then these risks will be reduced to the lowest level reasonably practical.

d) The Company will take all steps necessary to ensure the employees are trained,

instructed and informed of their own responsibility to make full and proper use of any equipment provided to reduce or eliminate handling operations.

e) All such steps that are necessary to ensure that all requirements of the Manual

Handling Operations Regulations , as amended are carried out will be taken by the Company.


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Section SA8

DISPLAY SCREEN EQUIPMENT The Company will conduct an analysis and assessment on all employees who are

using screen equipment, so as to evaluate the health and safety risk employees are exposed to, as a consequence of using the equipment.

Having determined the level of risk to the ‘users’ with regard to health and safety, all

practicable steps will then be taken to reduce or eliminate these risks. The assessment will be reviewed due to any changes in the user’s environment,

increases in work levels or significant changes in the workers environment or equipment.

Eye tests that may be requested by the users of display screen equipment will be

provided by a competent person. Adequate training will be provided, to enable the user to fully adapt to the correct

standards of health and safety applicable to the display screen equipment regulations.

All such steps that are necessary to ensure that all requirements of the Health and

Safety (Display Screen Equipment) Regulations , as amended will be taken by the Company.


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Section SA9

PROVISIONS AND USE OF WORK EQUIPMENT The Company will ensure that all equipment meets the requirements of the Provision

and Use of Work Equipment Regulations , as amended. As far as reasonably practicable, all work equipment is suitable for its purpose, is

safe to use, fully maintained and inspected for any damage or shortfall in its safety performance.

An assessment will be made on all work equipment for its operational risks and any

preventative measures will be provided to ensure its safe operation. Any personnel who use work equipment will receive adequate health and safety

information and if appropriate. If instruction is needed on any work equipment this will only be given by a relevant

suitably trained Supervisor. The Company will, by assessment, evaluate and prioritise the risk to any employee’s

health and safety and take preventative measures to control or prevent the risks. All work equipment will be fitted with approved ‘on and off’ switches. All equipment

will be tested and inspected on a regular basis to ensure that these controls function safely, and full records of these inspections maintained.

All new machinery brought onto site for use by the company will comply to the

requirements of the Supply of Machinery (Safety) Regulations , as amended and carry CE markings and other relevant information.


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Section SA10

PERSONAL PROTECTIVE EQUIPMENT (PPE) The Company will conduct an assessment of its operations to ensure that suitable

protective equipment is provided to employees who may be exposed to a risk to their health and safety while at work, as required by the Personal Protective Equipment Regulations.

The equipment will be appropriate for the risks involved and suitable for the

conditions where exposure will take account of ergonomic requirements, the state of health of the wearer and the size and comfort factors involved.

The issue of any protective equipment will be determined on its ability to control the

risk and will conform to approved standards carrying a certificate or mark of conformity.

The Company will ensure that all personnel protective equipment provided to

employees is maintained in working order and in good repair. The provision of personal protective equipment will be organised so that dates of

issue are recorded, a system of maintenance is installed, and equipment that no longer provided reliable protection is withdrawn form service.

Employees who are provided with personal protective equipment will be informed of

its use and limitations. Employees are also to be instructed to report loss or damage or any defect in the equipment provided.

In accordance with Section 9 of the HASAWA , as amended no charge will be levied

for personal protective equipment issued by the Company.


31

Section SA11

MAINTENANCE General Plant – Presses/Guillotine

All necessary plant and equipment will be provided by the company. Such equipment will meet all relevant legal requirements. Electrical and mechanical maintenance will be carried out to ensure their efficient working order and good repair (Work Equipment Regulations 6 refers) and records kept. Guards and or safety devices will be inspected on a regular basis and records kept. Employees must not use equipment which is defective. All defects observed in plant and equipment must be notified to the Manager or Supervisor responsible as soon as it is discovered.

Other Machines

Where appropriate all other machines in use are provided with necessary safeguards which must be kept in position whilst the machine is in use. Managers or Supervisors will inspect the adequacy of guarding arrangements at least once per week.

Transport Equipment

All vehicles/equipment used for transporting materials around the factory and outside will be regularly inspected. Such equipment includes trolleys, hand trucks and fork lift trucks and company vehicles.


32

Section SA12

CONTRACTORS All contractors working in or on the premises of DOCUPRINT LIMITED shall be responsible for themselves, their employees and any sub-contractor employed by them for:- a) Complying with all Statute and Common Law requirements. b) Complying with all health, safety, fire, security and site instruction requirements. c) Ensuring all equipment brought onto site including any borrowed or hired shall be

safe and only used in accordance with legal requirements. d) Indemnifying DOCUPRINT LIMITED against any and all loss, injury damage or

claim which may arise directly or indirectly as a result of any act of sub-contractors. The contractor will affect adequate insurance covering this liability to a minimum of £2,000,000.

e) Reporting any unsafe act or unsafe condition which may affect ability to meet the

contract to the Production/Operations Manager. f) Ensure that a copy of DOCUPRINT LIMITED Contractors Authorisation to Work

has been completed. g) Contractors will be asked for a copy of their H & S Policy prior to commencement

of work for any major project and a plan according to the (Design and Management) Regulations , as amended.


33

Section SA13

VISITORS To assist plant, security and personal safety, the following regulations apply to all visitors, without exception:- a) Sign and Register in the Reception Area. b) All visitors must wear identity badges at all times. c) Be accompanied or supervised by an employee (of the Company) whilst on the

Company premises. d) Observe the Company Health and Safety Notices and the Instructions given by

persons enforcing the Company Safety Policy. e) Be made aware that forklift trucks operate in the production & despatch areas. f) Keep to gangways in the factory unless authorised by Management to move into

a work area. g) Inform DOCUPRINT LIMITED of any risks to their health, safety or welfare if the

visitor is to carry out any servicing or repairs. h) If the Fire Alarm is sounded all contractors/visitors must follow the directions of

company employees.

PLEASE NOTE: Children are not allowed on Company premises without the express permission of Senior Management.


34

Section SA14

ELECTRICITY AT WORK REGULATIONS a) The primary objective of the regulations is the avoidance of danger to persons by

prohibiting live working, unless it can be technically justified. b) Only trained and competent persons will be authorised to work on electrical

equipment and distribution systems. c) Appropriate rules and safe systems of work will be developed subject to the

degree of risk involved in the work. d) Routine maintenance of equipment and systems will be carried out, as

determined by the supplier or other competent source, eg Trade Association. e) Fixed installations will be examined every 3 years or as determined by the

supplier. This is in accordance with the current Edition of the IEE Wiring Regulations.

f) Where the Company use the services of an electrical contractor, evidence of

their competence be established.


35

Section SA15

NOISE

1 General Policy a) It is the Company policy to take all reasonable steps to ensure the hearing of

persons working on the site(s) is protected when working in a designated noise area.

b) Following a noise assessment, working areas are classified into zones or levels

of noise.

In identified areas with noise levels above 85 Decibels (A) Leq. It will be mandatory to wear ear protection. Where the noise exceeds 80 dB(A) Leq. Employees will be encouraged to use hearing protection.

c) All Managers And Supervisors will understand their specific responsibility and

noise levels within their departments and will ensure that there are supplies of hearing protection available both for operators or visitors and that they are worn.

d) It will be the duty, as a matter of Employment Contract, for all employees to

conform and practice the Company Health and Safety Noise Policy and to co-operate by using personal protection and maintaining guards and enclosures in position.

e) The Directors and Senior Management on the site will give full backing to this

policy and will support all those who endeavour to carry it out. 2 Personal Protection

The Company will ensure that adequate supplies of suitable hearing protectors are available.

3 Policy On Existing Machines

Consideration will be given to the reduction of noise at source by the fitting of other effective means of noise emission reduction.


36

Section SA15 NOISE (CONTINUED) 4 Purchasing Policy for New Machines a) It is the intention of this company that when purchasing new plant and machinery

to ensure that the plant and machinery has been designed and constructed so that risks resulting from the emission of airborne noise have been reduced to the lowest level, in particular at source as required by the Supply of Machinery (Safety) Regulations and the Noise at Work Regulations, as amended.

b) The Specification for any new piece of plant or equipment will include reference

to its Noise emission during normal production.


37

Section SA16

CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH REGULATIONS , AS AMENDED (COSHH)

All substances (solvents, oils, chemicals, cleaning agents, etc) will be assessed for

possible health affects before being used within the company by the COSHH Assessor, Safety requirements will be identified by reference to the relevant suppliers/manufacturers hazard information sheets.

All necessary information concerning the hazards and precautions relating to

chemical use will be given to the relevant employees. No substance will be used without the availability of the appropriate safety

information or without the approval of the Line Manager/Production Manager and a COSHH assessment having been carried out.

Wherever substances used are likely to give rise to harmful atmospheres appropriate

precautions will be taken to prevent this by the use of suitable ventilation or extraction. Such equipment will be inspected and regularly maintained in accordance with the COSHH Regulations.

All assessments will be reviewed on a regular basis not exceeding 12 months. Where appropriate the atmosphere will be monitored to check the effectiveness of

the control measures adopted. Any employee who feels unwell and suspects that the cause is related to any

substance used shall report this, in confidence, to the Line Manager/Production Manager as soon as possible.

All COSHH information/safety sheets will be kept within the Production Office area

and be available to all staff. An additional copy will also be maintained within the factory area for daily use.


38

Section SA17

MANAGEMENT OF ASBESTOS MATERIALS ON SITE

At Docuprint there should be no cause for general staff to access areas where Asbestos Containing Materials (ACM) is present. However, all staff should ensure that where they may be in the vicinity of ACM as itemised in the Asbestos Register, they are instructed not to disturb or come into contact with the material. Staff should also receive asbestos information as part of their Health & Safety instructions and/or induction.

All asbestos related materials found on the two Docuprint sites both at Northern Way

and Chase Road have been identified, recorded and treated. These areas are re-inspected on a six-monthly basis by The Breckland Group acting on the Companies behalf to ensure continued compliance to safety standards. A full update of the register is made on each occasion.

Staff and contractors should familiarise themselves with the Asbestos Register.

Where the Company have instructed a contractor to work in an area where ACM is present there must be liaison with the Production Manager to ensure that a safe system of work is in place prior to commencement. All contractors must immediately stop work if they come across any materials that they believe may contain asbestos.

The following basic guidelines should always be followed:

• Any damage to ACM or other suspected materials should be reported immediately.

• Work should cease immediately if any suspected materials are found and a professional assessment made.

• Contractors should comply with the permission to work system and liaise with the Production Manager to ensure a safe working procedure.

• Contractors should always consult the Asbestos Register prior to any works. • Contractors should always liaise with the Production Manager if an

emergency works are likely to encounter ACM. • Contractors should not drill, sand or fix into or otherwise disturb any ACM.


39

Section SA18

FORKLIFT OPERATION Any employee who drives a Forklift Truck must be trained and hold a full driving licence as well as an RTITB licence. The driver in the course of driving shall do so safely, with regard for pedestrians and other Fork Lift Truck drivers and by following the procedures listed below:- 1 Daily check the Forklift Trucks using the check sheet which, is to be given back

to the Production Manager each week.

If a Forklift is not safe – DO NOT DRIVE IT and report it to the Production Manager.

2 Drive at a safe speed allowing adequate time for stopping safely. 3 Always sound the horn when entering buildings or manoeuvring where visibility is

obscured. 4 Do not move a load unless it is secure and it is safe to do so. 5 Ensure when stacking that the stack is safe with no danger to others. 6 If damage is caused whilst driving this must be reported to the Production

Manager. Failure to do so could result in disciplinary measures being taken. 7 Drivers must have good vision, wearing glasses if necessary. If there is any

deterioration in health it must be reported immediately. The Company reserves the right to ask for a medical opinion if it sees fit.

8 Whilst driving on the public highway all relevant road user codes of practise must

apply and a seat belt must be worn. As a standard safety procedure the orange warning light must also be switched on. No external driving must take place after lighting up time.

9 Failure to comply in any way with the above safety procedures may result in the

Forklift Truck driving licence being rescinded and possible disciplinary action.


40

Section SA19

GUILLOTINE OPERATION

Guillotine operation may only be covered by fully authorised and trained staff once these credentials have been established. No staff may operate these machines under any other circumstances. All company guillotines will be inspected inline with legal requirements ensuring their safe condition and adequate operational standard and certification issued. This period should not extend beyond a six-month period. Records in relation to these inspections will be kept on file. Daily safety checks will to be carried out by the operator at the beginning of each day’s shift to ensure their regular compliance. Any defects found in relation to the safe operation or mechanical handling of this machinery must be advised to the Production Manager without delay. The changing of guillotine blades must only be carried out within a controlled area, screened off against out side contact and following established and safe guidelines of procedure. All outgoing blades will be serviced by a credited agent and transported within appropriate containers. All operators must support and apply the stated conditions. Failure to comply with this directive may result in disciplinary action being taken against any member of staff found in breach of these regulations.


41

Section SA20

CHASE ROAD SITE – ADDITIONAL SAFETY PROCEDURES

As unit A2 – Chase road is normally an un-manned site any staff visiting/working here need to observe the following ADDITIONAL working practises for their safety:

• Always advise someone if you are visiting the site for any reason on your own.

• A follow-up telephone call should be made to the site if that person has not

returned after a reasonable period of time. If the visit is prolonged regular calls should be made throughout the absence to check on that person’s safety. A telephone line has been installed for this purpose – 01284 750792.

• When opening the external roller doors into the warehouse always secure

the chain into the holder using the bolt provided. Never leave the roller door up and unsecured. When lowering the door always retain control of the chain and do not let the door descend unattended under any circumstance.

• All manual handling of picking and packing stock taken from the racking must

involve the use of the relevant equipment provided for the safe transfer of goods to floor level. Manual handling requirements apply as covered in SA7 of this manual.

• Always lock the premises when leaving, ensuring that the roller doors is

secured and locked, all internal doors are closed and that the alarm is set if closing for the warehouse down for the day.

• Never leave the site doors open if the site is unattended.

• No unauthorised persons are allowed on site unless agreed by company

management.

• No deliveries can be accepted at Chase road unless authorised and provision made for its offloading.

• The company operates a strict NO SMOKING policy on this site as with its

Northern Way site which must not be breached in any way.

• All standing company safety rules apply to these premises as with the main site and should therefore be observed at all times.


42

Section SA21

HEALTH AND SAFETY

NEW EMPLOYEE INDUCTION PROGRAMME

New employees either temporary or permanent are provided with an informal induction from the supervisor of the relevant section. This induction programme should follow the procedure laid out by the company through the following:-

Health and Safety Policy

Company Safety Rules

Clocking in and out procedures

Where and whom to report to if unable to attend work

No smoking rule on the premises

Emphasis on safe working practices

Fire exits and procedures, Fire fighting equipment and First Aid boxes

Protective clothing (if applicable)

Restroom facilities

Safe operation of machines

Safety switches and devices

Keeping workplace clean

Responsibility to self and others

Report anything dangerous to the Department Manager/Supervisor

Introduction to workplace and fellow employees

The employee must be able to work safely and competently on their own after induction training is completed. EMPLOYEE TO SIGN ………………………………………….. DATE ……………….. (WHEN COMPLETED) MANAGER TO SIGN …………………………………………..... DATE ……………….. (WHEN COMPLETED)

Documents

HEALTH AND SAFETY PROCEDURE MANUAL - Docuprint · pd/rev/september 2006 1 health and safety procedure manual controlled copy no: 1 date of issue: september 2006 issued by: health