Introduction to Health and Safety at Work

6.5.6 Documentation
Safe systems of work should be properly documented.
Wherever possible, they should be incorporated into 
normal process operating procedures. This is so that:
➤
health and safety are seen as an integral part of, and 
not add-on to, normal production procedures
➤
the need for operators and supervisors to refer to 
separate manuals is minimized.
Whatever method is used, all written systems of work 
should be signed by the relevant managers to indicate 
approval or authorization. Version numbers should be 
included so that it can quickly be verifi ed that the most 
up-to-date version is in use. Records should be kept 
of copies of the documentation, so that all sets are 
amended when updates and other revisions are issued.
As far as possible, systems should be written in 
a non-technical style and should specifi cally be designed 
to be as intelligible and user-friendly as possible. It may 
be necessary to produce simple summary sheets, which 
contain all the key points in an easy-to-read format.
6.5.7 Communication and training
People doing work or supervising work must be made 
fully aware of the laid-down safe systems that apply. The 
preparation of safe systems will often identify a training 
need that must be met before the system can be imple-
mented effectively.
In addition, people should receive training in how 
the system is to operate. This applies not only to those 
directly involved in doing the work but also to supervi-
sors/managers who are to oversee it.
In particular, the training might include:
➤
why a safe system is needed
➤
what is involved in the work
➤
the hazards which have been identifi ed
➤
the precautions which have been decided and, in 
particular
➤
the isolations and locking-off required, and how 
this is to be done
➤
details of the permit to work system, if applicable
➤
any monitoring (e.g. air testing) which is to be 
done during the work, or before it starts
➤
how to use any necessary personal protective 
equipment
➤
emergency 
procedures.

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