SEIB Risk Management Guide for Funeral Directors Business Premises

FOR FUNERAL DIRECTORS

To help protect your business

SEIB Insurance Brokers have been providing insurance and risk management guidance to the Funeral Directors sector for 40 years. As part of our value added service to you we have commissioned this guide to help you look at the practicalities of managing health and safety in your business.

You will need to develop your own approach based on your individual circumstances. This guide is designed to give you a quick yet comprehensive overview of the sorts of issues that you will need to consider when putting this together.

An effective health and safety strategy will help protect your employees and others against injury or ill-health, meeting any legal responsibilities you may have. It will also protect your business against losses, potentially leading to reduced costs.

There are a number of health and safety hazards that are common to funeral directors premises. As part of your approach you will need to consider these, making sure that suitable precautions are taken to keep both employees and customers safe. This guide will help you consider these as well as providing and signposting guidance on managing these within this sector.

We want to keep you, your staff and your visitors safe. Much of what we mention is as a result of the claims we have seen.

Liability insurance

This guide provides an understanding of the key elements in managing health and safety properly in your business. It also identifies a variety of hazards arising from certain activities such as embalming, manual handling and vehicles. For some, parts of this guide may not be relevant. Yet for others, they may need to address other hazards depending on the scope of their own business. In any case, the content in this guide is geared towards this sector and the working environments there. Obviously, any action you take needs to be proportionate. This will reflect the size of your premises; the nature of the activities involved there; the scope of the services you provide and the numbers of employees you have.

Employers’ Liability is a legal requirement if you have anybody working for you under a contract of service. This includes volunteers, students, helpers or other self-employed staff. This cover will protect you from a claim if an employee is injured or becomes ill whilst carrying out an employed duty.

Please note that disclaimers that seek to exclude or restrict your liability (for example, a sign saying you will not be liable for certain things) will not necessarily provide a legal defence if a claim is brought against you. The law does not allow you to exclude liability for death or personal injury caused by negligence. The law also places restrictions on the use and reliance placed on disclaimers which attempt to exclude liability for other types of damage. Consequently, having a disclaimer to cover a specific risk will not necessarily protect you or provide you with a defence.

We hope you find the guide useful and we would appreciate any feedback you may have on it.

Health and safety arrangements in funeral services premises

Keeping all those involved with your business safe is very important. Nobody wants to see anyone suffer an injury or ill-health. This is a concern for any employer and funeral directors are no exception. In most cases, you will have to comply with specific health and safety law.

The main statutory legislation is the Health and Safety at Work etc. Act 1974 which sets out a number of duties. It is supplemented by more specific regulations made under it. This is criminal law intended to protect employees and others (e.g. members of the public). It applies to any organisation which has at least one employee. Failure to comply could lead to prosecution.

In addition to this, everyone has a duty of care under common law to ensure that their activities do not cause injury or damage to another. Where something does go wrong, individuals may sue for damages as a result of another person’s negligence. Here, you may need to show that you have met your duty of care.

General health and safety arrangements

In many cases, health and safety does not need to be complicated or bureaucratic. But, there are a number of key principles that need to be considered if you are to manage it properly. In most cases, you will need to apply these to meet the legal responsibilities you have. They include the following:

n Deciding if you need assistance – most employers need to appoint someone who is competent to help them meet any legal responsibilities they may have

n Writing a health and safety policy – you will need a documented policy if you have five or more employees

n Implementing adequate precautions – you need to make sure that reasonable precautions are in place and as an employer you will need to complete risk assessments to do this

n Providing training and information for those that need it – risk assessments will help you decide what is needed and you will need to provide this in a timely manner

n Establishing arrangements for first-aid and dealing with any accident – the arrangements and facilities necessary will depend on your particular circumstances and you may have to formally assess what is needed. In the event of an accident, you may need to report it to the Enforcing Authority (e.g. Local Authority) and keep certain records

n Checking that your precautions remain adequate – this may include simple inspections to check that premises, utilities and equipment are safe. Any risk assessments you have completed should identify circumstances where these checks are necessary

n Keeping appropriate records – in some circumstances, keeping certain records is required by law. Beyond this, where things do go wrong, being able to show the arrangements you have in place can help defend against claims

n Keeping up to date – as with other issues, it is important to monitor developments and changes to health and safety requirements. This will help you keep your policy and risk assessments up to date where you have them. It will also give you peace of mind that you are doing all that you can to keep people safe. Useful news feeds are available from the Health and Safety Executive (HSE).

Useful resources

Health and safety

Health and Safety Executive: www.hse.gov.uk

Ecclesiastical Insurance preferred suppliers: https://www.ecclesiastical.com/riskmanagement/preferred-suppliers/

Ecclesiastical Insurance risk advice line: https://www.ecclesiastical.com/riskmanagement/risk-advice-line/

Insurance

SEIB Insurance Brokers: www.seib.co.uk

Ecclesiastical Insurance: www.ecclesiastical.com

Funeral Directors

National Association of Funeral Directors: www.nafd.org.uk

National Society of Allied and Independent Funeral Directors

www.saif.org.uk

Risk assessment

You need to make sure that reasonable precautions are in place to protect employees and others. To do this, you need to think about what might cause harm to people. You will then need to decide if the precautions already in place are adequate. If they are not, you may need to identify further action to prevent any danger. When done formally, this is known as a risk assessment

If you are an employer, you must complete a risk assessment under the requirements of the Management of Health and Safety at Work Regulations. They will need to meet specific requirements. In particular, they must identify the steps you need to take to comply with relevant health and safety regulations. If you employ five or more employees, they must be recorded detailing any significant findings and those who may be especially at risk.

Completing a risk assessment is not about creating huge amounts of paperwork. It is about identifying sensible precautions or in some cases, those that would be more effective to adopt. The level of detail required should be proportionate to the risk. This means that for smaller employers having few or simple hazards, the risk assessment can be based on informed judgement and reference to appropriate guidance. For larger ones or more complex risks, more in-depth assessment might be necessary. Also, for some hazards (such as, asbestos), you may be required to implement specific precautions. Your assessment should help you identify where this is the case.

Obviously, completing an assessment on its own won’t prevent accidents happening. It is important that you take the precautions you identify as being necessary, making sure that they remain effective for as long as appropriate.

Making a start

Action

1.Identify the hazards in your premises and those associated with your work activities

Decide who might be harmed and how.

Guidance

Hazards are the things that can harm people. You could identify these by:

n walking around your workplace. In some cases, it might be easier if you break premises or tasks down, considering them one at a time

n talking to your employees about any health and safety issues

n reviewing previous accidents, ill-health records or past concerns about health and safety

n checking manufacturers' instructions for equipment or data sheets for chemicals

n considering hazards presented by other activities, such as working alone

n thinking about hazards that may have long-term ill-health effects

n considering those who might be particularly at risk (e.g. young workers, the public etc.).

You should remember that risk assessments must be completed by someone who is competent.

Action Guidance

If you intend to use the services of a health and safety consultant, you should check that they are registered on the Occupational Safety and Health Consultants Register (OHSCR). Further information is available at www.oshcr.org

Having identified the hazards, you should then consider the adequacy of the precautions you have in place. You should also decide if there is more that you need to do. You can then record your findings.

Before you begin, it is useful for you to identify any specific health and safety regulations and guidance that might apply to you. This is freely available at www.hse.gov.uk. Doing this will help you identify the standards you must meet to protect people from the hazards in your own workplace and activities.

In most cases, understanding these will help you decide if you are doing enough. This is particularly so where there is a significant risk of injury e.g. from slip and trip hazards, working with hazardous substances or using electrical equipment.

It will also be important for you to consider where more specific assessments are required, identifying what needs to be done to complete them.

Once you have completed your risk assessments, you must implement the precautions you have identified. Use your risk assessments to help with this, progressing each identified action and noting when each one is completed.

If you employ five or more people, you must record the significant findings of your assessment and any group of employees who may be especially at risk. Where you have fewer than five employees, you don’t have to write anything down. However, it may be useful to record what you have done to show that a proper check was made. Further information, tools and templates are available at www.hse.gov.uk/risk/index.htm

You must review (and amend) any assessment you make where you think it is no longer valid or there has been a significant change. You should record when this is done.

2.Decide if your precautions are adequate, implementing any additional ones that might be required

3.Document and review your assessments

Action Guidance

4.Ensure that you communicate the findings of your risk assessments to any employees

In many cases, the precautions you have identified in your risk assessments will need to be taken by your employees. They will need to know how to work safely and protect others.

You must provide them with comprehensible and relevant information on:

n the hazards they may face

n the precautions they need to take

n any emergency procedures they need to follow.

Your risk assessments should help you decide exactly what information and training is required in your particular circumstances. It should be proportionate and delivered in a timely manner.

You should keep records of any information or training you provide. These should contain detail relating to the persons who were trained (including their signatures to say that they have received and understood the training); when they were trained and by whom; an overview of the training that was provided etc.

5.Document your arrangements and responsibilities for completing risk assessments

Review these where necessary, particularly if you suspect that they are no longer valid

Keep records of what you have done, making sure that they are kept up to date.

Risk assessment resources

If you need to prepare a health and safety policy, you could record your arrangements as part of it. This could include your approach to completing risk assessments and the individual responsibilities for this.

Where you complete risk assessments, you should keep these documents and ensure they are suitably archived in a retrievable format.

Further guidance and resources are also available at: www.hse.gov.uk/risk/index.htm

If you would like to speak to someone about health and safety: either call us on 0345 600 7531 (Monday to Friday, 09.00 to 17.00 - excluding Bank Holidays) or you can e-mail us at risk.advice@ecclesiastical.com

Hazards to consider for funeral directors

Some of the main hazards you may wish to consider when conducting your risk assessment are set out below. This list is not meant to be exhaustive and some of the hazards mentioned may not apply in all circumstances. A case by case approach is required.

Hazardous substances

Some products or substances in the funeral business can be hazardous to health. This will include not only products used for keeping the premises clean, but other substances used in the preparation of human remains. For example embalming fluid (which contains formaldehyde), can be dangerous with repeated exposure or where it is present in the air at certain concentrations.

Staff may also be exposed to microorganisms, including bacteria, viruses, fungi and internal parasites that can pose another health hazard. These can cause infection and allergies or are toxic.

As an employer you must comply with the Control of Substances Hazardous to Health (COSHH) Regulations. This means that you should:

n complete, record and revise (where necessary) a specific risk assessment to identify what precautions are needed

n take action to eliminate hazardous substances altogether where this is possible

n implement suitable precautions where exposure to hazardous substances cannot be eliminated

n make sure that these precautions are taken and are properly maintained, with some needing to be examined and tested appropriately

n provide information and training to any employees on what they need to do.

Typical precautions include:

n using a safer product or substance instead of a more harmful one e.g. choose embalming fluids with the lowest practical levels of formaldehyde

n only purchasing and storing minimum quantities of the products or substances

n storing substances securely and in well ventilated areas if this is appropriate

n storing flammable substances correctly in a flame-retardant cabinet or container, well away from ignition sources

n ensuring adequate precautions are taken when handling or using hazardous substances e.g. making sure that embalming rooms are well ventilated

n implementing adequate spill procedures

n disposing of chemicals no longer in use, or that you cannot identify safely. When disposing of hazardous substances, you may have to meet a number of legal obligations which if not adhered to can result in a fine. You can obtain more information on how to do this properly from your local Council

n providing personal protective equipment (PPE) such as gloves, overalls and in some cases respirators.

Home embalming should be discouraged as it is difficult to implement the above measures in a home environment.

Want to know more?

You can find out a lot more from the HSE at www.hse.gov.uk or from SEIB.

Specific guidance and resources on hazardous substances are available at www.hse.gov.uk/coshh/

Infection control

Funeral staff may come across sources of infection directly or indirectly from handling remains or contamination from bodily fluids. One point to be aware is that although infection may not have been the cause of death (as officially recorded), individuals may have either had an infectious illness at the time of death or else have been infected without showing any obvious signs or symptoms. Employers need to ensure that anyone handling these types of bodies, as well as contaminated sharps, soiled work surfaces, clothing, coffins, soil, vehicles etc. are adequately protected.

Your assessments made to meet the requirements of the COSHH Regulations should also cover infection risks too. These will help you identify the precautions you need to take. These may include:

n use of protective body bags, clothing kits and other protective clothing

n safe storage and disposal of all waste materials used in embalming

n disinfection procedures for equipment, premises and vehicles

n first aid provision and immunisation

n staff training on any procedures to minimise the risk of transmission.

Critical to assessing such risks is to make sure that any hospital, mortuary, nursing home or whoever else has been looking after the deceased advises you about any potentially serious infections. You may need to obtain medical advice on how the body should be handled and if embalming is appropriate.

Want to know more?

You can find out more from the HSE at www.hse.gov.uk or from SEIB.

A useful example is Managing infection risks when handling the deceased avaiable at www.hse.gov.uk/pubns/books/hsg283.htm

Manual handling

Moving loads by hand is a common enough task in the funeral business, but it is not without the risk of injury to those involved. Typical injuries include sprains, strains, cuts and even fractures.

The term ‘manual handling’ is used to describe the transporting or supporting of loads by hand or the use of bodily force. This includes lifting, putting down, pushing, pulling, carrying or moving loads.

The types of loads handled by funeral directors can vary widely. They include coffins and body bags, trolleys and equipment. The average coffin weighs 35kg without the body, and it can put a lot of strain on the bearers.

As an employer you must comply with health and safety law - this includes the Manual Handling Operations Regulations. These require employers to:

n avoid hazardous manual handling tasks so far as is reasonably practicable

n make a suitable and sufficient risk assessment of any hazardous task that cannot be avoided

n implement adequate precautions that reduce the risk of injury so far as is reasonably practicable

n provide certain information to employees.

Other regulations might also apply in some circumstances. For example, where equipment (such as, a trolley) is provided to reduce the risk of injury, the Provision and Use of Work Equipment Regulations would also apply to the safe use of that equipment.

Typical precautions include:

n making adjustments to the layout of your premises so that moving of coffins and trolleys around is easier (e.g. providing ramps, wider corridors etc.)

n adjusting the height of refrigeration unit rollers

n providing equipment such as hoists and height-adjustable trolleys, that are well maintained

n using other equipment to minimise manual handling particularly for heavy or awkward loads e.g. stretchers, body scoops, roll-in multi-level cots, trolleys, church trucks etc.

n fitting additional handles on coffins where necessary to give bearers a better grip

n ensuring that at least two people are always on hand when a funeral director is called to collect a body, especially if you are unaware of the weight of the deceased

n avoiding lifting coffins up and down stairs

n providing information and training on safe lifting techniques, and providing bearers with information about the coffin’s weight before handling.

As a general rule, at least two people should be used to lift an empty coffin or to carry out a removal and at least four people to bear an adult’s coffin.

Want to know more?

You can find out more from the HSE at https://www.hse.gov.uk/msd/manual-handling/index.htm or from SEIB.

Of particular note is the leaflet ‘Manual handling at work: A brief guide’ available at www.hse.gov.uk/pubns/indg143.pdf. You can use this information to decide if you need to complete a more detailed manual handling assessment (see pages 8 and 9).

An example of a detailed manual handling risk assessment can be found at www.hse.gov.uk/pubns/ck5.pdf

Guidance for circumstances where family members wish to act as bearers

The task of carrying the coffin may seem daunting for those who have not performed the role before. In circumstances where the family of the deceased want to carry the coffin, insurers understand that it is unreasonable to ask for formal training or risk assessments.

However, we would recommend the following:

n ensure all staff have received appropriate training, that this is reviewed regularly

n in preparing for the funeral, ask if any family members wish to act as bearers – advising that they must be fit and able to carry the coffin

n six bearers would be considered as best practice and the maximum to avoid stepping on heels

n explain to the family members where to stand, how and where to hold before attempting to carry the coffin

n always have sufficient experienced staff on hand to direct the family members or stand in and support them if and when necessary.

Slips and trips

Slips and trips are the most common cause of injury at work. They are also the most reported injury to members of the public.

Frequently, slip and trip hazards can be compounded by the difficulty the frail, elderly and disabled may have in negotiating access to and from your premises. Limited hearse access to graveyards, reopening of graves and adverse weather conditions can all increase the potential for slips or trips and extra care is needed by staff here, where you have less control over the conditions.

Specific duties relating to the prevention of slips and trips are detailed in the Workplace (Health, Safety and Welfare) Regulations. As an employer you will need to comply with them, making sure that workplaces:

n are kept clean, properly maintained and well lit

n permit safe access

n have floors capable of being kept clean

n have floors, paths etc. which are free from obstructions and substances liable to cause someone to slip or trip; that have no holes or adverse slopes; are even and are not slippery; and have adequate drainage where necessary.

Beyond this, you also need to consider what hazards your staff may face off-site in places such as graveyards and churches.

Typical precautions include:

n regular maintenance and repair of floor surfaces, steps and footpaths

n removing or replacing worn, damaged or loose floor coverings (e.g. carpets, mats and rugs)

n repairing potholes or uneven surfaces in paths, driveways, car parks and steps

n highlighting unexpected changes or variations in floor levels, steps or stairs

n providing adequate or enhanced lighting

n providing steps, stairs and steep paths with suitable handrails

n regular cleaning of floors and coverings, including spillage procedures

n providing barriers and warning signs where cleaning is or has taken place

n regular maintenance and proper repair of drainage

n gritting footpaths where snow or ice is forecast and removing snowfall where this occurs

n sending a member of the team ahead on arrival at off-site venues such as graveyards, houses and churches to check out the route and plan ahead for any potential hazards.

Want to know more?

You can find out more from the HSE at www.hse.gov.uk/slips/index.htm or from SEIB.

Vehicles

As a funeral director you’ll be using a number of different vehicles. As well as obvious activities such as driving hearses and limousines, you may be responsible for cleaning, minor maintenance and repair work. It is also important to consider different types of vehicle movements by other people on your premises – such as deliveries, collection of waste and visitors.

Commonly accidents occur when vehicles come in to contact with pedestrians, such as during reversing manoeuvres, when drivers are distracted or visibility is poor. Also, if maintaining or cleaning vehicles your staff can be exposed to other hazards, such as chemicals and fumes.

As an employer, you will need to comply with health and safety law. This includes:

n the Management of Health and Safety at Work Regulations – particularly the completion of a risk assessment. When it comes to vehicles, this should consider:

- driver competence, fitness and health

- vehicles including inspection, maintenance and servicing requirements

- driving activities, on and off-site

- safety equipment and driver information

- maintenance and cleaning activities

n the Workplace (Health, Safety and Welfare) Regulations, ensuring that any traffic routes (i.e. routes for pedestrian traffic, vehicles or both) are suitable for the people and vehicles using them and organised so that they can both move around safely. Vehicles moving on public roads are subject to road traffic laws.

Remember that if you have a garage or repair workshop at your premises this is potentially one of the most hazardous areas of your funeral home.

Typical precaution include:

n separating vehicle and pedestrian routes

n devising a safe way of manoeuvring vehicles into and out of garages and for reversing

n providing clear signs to direct visitors to and from car parks, ensuring safe access to the area they are visiting

n providing additional lighting to allow drivers to see and avoid hazards, particularly when it is dark or in poor weather

n avoiding running vehicles where the build-up of fumes could pose a risk to health or provide adequate ventilation

n adopting suitable precautions when using hazardous substances (e.g. engine oil), including the use of personal protective equipment (e.g. gloves, overalls)

n providing training and information for employees

n only using proprietary battery chargers, that is periodically checked and properly installed

n using only electrical and mechanical equipment that has been checked before use,

n ensuring that lifting equipment (e.g. car jacks, lifts and axle stands) are used in accordance with manufacturer’s instructions (including those for safe working loads), being properly maintained and inspected by a competent person

n ensuring that any compressed air systems are properly inspected and serviced

n adopting appropriate spill procedures for cleaning these up (e.g. for petrol or oil).

Want to know more?

You can find out more from the HSE at www.hse.gov.uk/workplacetransport/index.htm or from SEIB. Of particular note, is the specific guidance set out in the HSE publications ‘A guide to workplace transport safety’ available at https://www.hse.gov.uk/pubns/books/hsg136.htm and Driving for Work available at t https://www.hse.gov.uk/workplacetransport/drivingforwork.htm

Fire safety and fire risk assessment

Fire causes not only major damage to buildings, including total losses, but also poses one of the greatest threats to the safety of people. As well as starting accidentally, fires can also be caused maliciously. Understanding the risks and how to mitigate them is essential for anyone with responsibilities for premises. This guide gives practical advice on ways in which you can help to reduce the incidence of fire.

Arson

The risk of arson can be related to a number of factors, such as:

n availability of combustible materials/insecure waste storage arrangements

n incidents involving theft and vandalism

n location in isolated or troublesome areas

n history of arson in the neighbourhood

n low levels of surveillance, possibly as a consequence of inadequate lighting

n poor levels of physical security including perimeter security

Almost 80% of fires that start accidentally in commercial buildings are extinguished using one fire extinguisher. It is essential that you have the correct type and number of extinguishers and that staff are properly trained in their use.

n inadequate electronic security such as intruder alarms and CCTV. If some or all of these points are improved then the possibility of a successful attack against the premises by an arsonist can be reduced.

The psychology of arson can be considered as a topic in its own right, but it is worth noting that following research carried out by the UK’s Arson Prevention Bureau, the main motives behind an arson attack are revenge, alcohol/drug addiction and mental health problems. Arson can be used to conceal another crime, e.g. fraud or theft.

Smoking

The Health Act 2006 banned smoking in all enclosed public places and workplaces in England from 1 July 2007. There is similar legislation in other parts of the United Kingdom. This applies to your premises.

External areas which are designated as smoking areas must be provided with lidded metal bins or other suitable recepticles for the disposal of smoking materials, and doors must be fitted with automatic closing devices that close the door immediately after use.

Fire protection

Fire protection is generally cheaper to install at the construction stage rather than as a retro-fit. The equipment can consist of any of the following:

n Portable Fire extinguishers – can be used to put out a fire at an early stage, limiting damage. Staff should be trained in their safe use.

n Hose reels – hose reels, if installed, should be used by the fire brigade. They should not be used by staff. A number of fire brigades now suggest their removal in order to prevent their possible use by staff who could put themselves at risk.

The law relating to fire safety

To comply with the Regulatory Reform (fire safety) order 2005 applies in England and Wales. In Scotland fire safety duties are contained in part 3 of The Fire (Scotland) Act 2005, as amended and The Fire Safety (Scotland) Regulations 2006.

To comply with the regulations a Responsible Person must conduct a comprehensive risk assessment to identify:

n ignition sources and the people that may be at risk

n suitable means of detecting and raising the alarm in the event of a fire

n adequate emergency escape routes and exits

n correct type and sufficient numbers of fire signs and notices

n appropriate type and numbers of fire extinguishers

n provision for the correct maintenance of fire equipment

n suitable provision for the protection of Fire Service personnel

n ensure staff and other people in the property receive the appropriate instruction/training in actions to be taken in the event of a fire including fire drills

n the effect a fire could have on neighbours

n regularly review and update your fire risk assessment.

The responsible person will be one of the following:

n employers with control of the workplace

n person with overall management control of a building

n occupier of the premises

n owner of premises if an empty building

n landlord where building is in multi-occupancy.

The responsible person must appoint one or more competent persons to assist in undertaking the preventative and protective measures.

Where five or more persons are employed a formal record of any significant findings and remedial measures which have or may need to be taken must be made.

Government guidance documents

The Government has issued a range of guidance notes including an entry level guide entitled ‘A short guide to making your premises safe from fire’.

This can be downloaded from https://www.gov.uk/government/publications/making-your-premisessafe-from-fire

If you have already taken sensible and appropriate fire safety measures, little or no further action may be necessary.

A fire risk assessment is available from The Fire Protection Association. This can be accessed on the following website: https://www.thefpa.co.uk/advice--guidance/advice--guidance_detail.fire-riskassessment-template.html

How to carry out a fire risk assessment

The primary legislation covering fire safety is the Regulatory Reform (Fire Safety) Order 2005. A fire risk assessment must now be carried out for all premises.

The Regulatory Reform (Fire Safety) Order 2005 repealed and replaced previous fire safety legislation. A responsible person must ensure fire safety and make sure that fire risk assessments are carried out. The responsible person must appoint one or more competent persons to implement the findings of the risk assessment.

The fire risk assessment is primarily the responsibility of the employer. However, the regulations apply even where no one is employed.

So what does a fire risk assessment actually entail? The following summary outlines the main stages in carrying out a fire risk assessment.

Part one – Undertaking a fire risk assessment

Fire risks in the workplace must be assessed either as a separate exercise or as part of a general review of health and safety. Any fire hazards within the premises will need to be identified including possible ignition sources (e.g. electrical wiring or processes using the application of heat). The use and storage of combustible materials, together with the presence of flammable liquids and gases needs to be noted. Another hazard to document is the susceptibility of the premises to arson attack. Although it is now illegal to smoke in most premises the control of smoking and the disposal of smoking materials also need to be noted.

Reasonable fire-fighting equipment must be provided. As part of the initial risk assessment, a record must be made of all fire-fighting equipment. This includes portable fire extinguishing appliances, hose reels, dry and wet risers, sprinkler systems, smoke venting systems and any other apparatus or equipment provided to deal with a fire.

The location of fire hydrants and the accessibility of the premises for fire brigade appliances should also be noted.

Checks that need to be made

1. Whether or not a fire can be detected and people warned within a reasonable amount of time. Details of any existing fire detection system and other methods for raising the alarm need to be monitored.

2. Anyone who may be in the building should be able to get out safely in the event of a fire. This means looking at fire exit routes, signage and emergency lighting, and recording the existing arrangements.

3. Everybody who is in the building needs to know what to do in the event of a fire. This means examining existing arrangements for evacuation, written fire procedures, staff handbooks and manuals and induction and refresher training courses for staff.

4. Fire safety equipment should be properly maintained. This includes looking at existing service and maintenance contracts and procedures for routine inspections.

5. A check also needs to be made of the effect a fire in your premises would have on neighbouring premises so that they can take the appropriate action.

If five or more persons are employed the significant findings of the fire risk assessment must be recorded.

We would strongly recommend, however that all fire risk assessments are recorded, irrespective of the number of employees. A written record is invaluable evidence that a fire risk assessment has been carried out.

Part two – Are any changes required?

Having noted the existing situation, the next stage of the assessment is to decide whether any changes to the existing arrangements are required including the introduction of additional safety measures.

The following will need to be considered:

1. The first stage is to examine the various hazards that have been identified and what control measures are required in accordance with established principles of risk management hierarchy. The best possible control measure is to eliminate the fire hazard altogether. This may be achieved, for example, by the removal of rubbish and combustible materials that are no longer required, or the prohibition of smoking from the entire site.

The substitution of hazardous materials with less hazardous counterparts can reduce the fire risk. For example, replace solvent-based paints, thinners and cleaners with water-based counterparts, or ones with higher flash points.

If hazards cannot be eliminated or substituted, the risk can be reduced by the introduction of engineering controls such as the use of metal cabinets for the storage of flammable liquids.

2. A decision will need to be made on whether there is a need to upgrade existing fire detection and warning methods. If the premises are such that a fire could go undetected for some considerable time, or people could be working in a part of a building and be unaware of the need to evacuate, an automatic fire detection and warning system is probably required.

3. Improvements may also be required to escape routes. This may require the provision of additional fire exit doors. As a minimum, steps will need to be taken to ensure that all exit routes are kept clear of obstructions and that fire exit doors can be opened easily from the inside without the use of keys, cards or digital locks. Additional fire exit signs and emergency lighting may also be required.

4. Is the existing firefighting equipment sufficient for the size of the premises, the layout and the fire hazards contained within it? As a general guide, if the premises contains flammable solids such as paper, wood or textiles then one water fire extinguisher (with a rating of 13A) is required for every 200m2 of the premises. Additional extinguishers may be required for specific fire hazards, for example, if the premises also contains electrical equipment then carbon dioxide extinguishers will be required.

5. The final part of the assessment will be to form an emergency plan. It will need to include the actions to be taken by staff in the event of a fire, evacuation procedures and the arrangements for calling the fire brigade.

The necessary training will need to be undertaken to ensure that all staff know what to do.

A periodic review of the fire risk assessment is necessary to ensure that the procedures are amended to take account of new processes, change in the number and location of employees and alterations to the buildings.

The regulations are enforced by the Fire Authority who may inspect the premises to check that the regulations are being carried out.

Following an inspection of the premises, the Fire Authority may issue an enforcement notice requiring safety work to be carried out. If they consider that there is a serious risk to people from fire, a prohibition notice could be issued restricting the use of the premises until remedial action is taken.

Heating

All heating installations should be installed to the relevant British Standard, Building Regulations and Codes of Practice, and should be operated in accordance with manufacturers’ instructions. All gas appliances must be inspected annually by a GAS SAFE REGISTER registered installer. Oil fired boilers must be inspected annually be an OFTEC registered engineer. Boiler houses should be of fire resisting construction and should never be used to store combustible materials. Oil storage tanks should be appropriately bunded, to comply with the requirements of the Control of Pollution (Oil Storage) Regulations. For further details visit https://www.gov.uk/guidance/storing-oil-at-a-home-or-business.

Automatic cut-offs to supply pipes must be maintained in good working order. Portable heating appliances should be avoided where possible; if used, they should be sited well clear of combustible materials.

Electricity

Faulty electrical installations are one of the main causes of fire in buildings. Only electrical contractors with full scope registration or membership to work on commercial installations with the National Inspection Council for Electrical Installation Contracting (NICEIC), The Electrical Contractors Association (ECA) or The National Association of Professional Inspectors and Testers (NAPIT) should be employed. All installations should be in accordance with British Standard BS 7671: ‘Requirements for Electrical Installations’ current Edition of the Institution of Engineering and Technology (IET) Wiring Regulations.

Maintenance and other workshops

Woodworking – machinery should be well maintained and operated by trained staff. Attention should be given to the collection and disposal of waste materials, with workshops being swept regularly and wood shavings being disposed of in a lidded metal bin. Premises with numerous machines should consider the fitting of extraction plant with an externally sited collection hopper. The use of flammable paints and varnishes should be controlled with segregated and secure storage arrangements.

Self-assessment form

How safe is your organisation? The people who know most about a premises, its day to day operation and the normal associated risks are those who manage the business. This fact is recognised in much of modern day legislation for fire as well as health and safety where ‘self-assessment’ has replaced the more prescriptive forms of legislation.

Completion of this form will give you a good picture of how your premises measure up to current best practice.

You should be able to answer ‘yes’ to all the questions in the checklist. If you answer ‘no’ to any of the questions in the checklist there is a risk of loss, damage, illness or injury and you will need to take some action.

Having carried out initial assessments, it is important to monitor procedures to take account of changes in your circumstances. This should be a continuing process but at least annually you should go through this questionnaire and take any action necessary.

Health and safety Details

1 Do we need advice on how we manage our health and safety Yes No N/A responsibilities?

2 Have we prepared and kept up to date a written health and safety policy? Yes No N/A

3 Have we carried out all necessary risk assessments to decide on the Yes No N/A adequacy of the precautions we have taken?

4 Are our risk assessment documented where we have 5 or more employees? Yes No N/A

5 Do we provide adequate training and information for all staff? Yes No N/A

6 Do we consult with our employees on health and safety matters? Yes No N/A

7 Are our arrangements for first-aid and dealing with any accident adequate? Yes No N/A

8 Do we have an accident book? Yes No N/A

9 Are our arrangements for reporting any accidents that do occur adequate? Yes No N/A

10 Do we carry out adequate health and safety checks? Yes No N/A

11 Do we keep adequate health and safety records? Yes No N/A

12 Are our precautions adequate to prevent slips and trips in and around our Yes No N/A premises?

13 Are our premises safe and without risk to health or safety? Yes No N/A

14 Are our precautions adequate where there is a risk of falling from height? Yes No N/A

15 Are our precautions adequate where we use hazardous substances Yes No N/A (including biological agents)?

Health and safety continued

16 Have we identified if our premises contain asbestos and if they do, are our Yes No N/A arrangements adequate for preventing exposure to hazardous fibres?

17 Are all electrical systems and equipment in good condition and properly Yes No N/A maintained?

18 Are regular inspections of lifting equipment completed? Yes No N/A

19 Are tools and equipment used at our premises safe and properly Yes No N/A maintained?

20 Are our arrangements to protect those who need to work alone adequate? Yes No N/A

21 Are our arrangements to protect those required to manually handle Yes No N/A loads adequate?

22 Are our arrangements to protect those required to use of display screen Yes No N/A equipment adequate?

23 Are our arrangements to protect from any exposure to legionella bacteria Yes No N/A adequate?

24 Do we provide adequate personal protective equipment? Yes No N/A

25 Do we have a system in place for ensuring any contractors we employ are Yes No N/A competent and will manage health and safety properly as well as being properly insured?

26 Are our arrangements to protect against any danger posed by a pressure Yes No N/A system adequate?

Fire safety

Details

Name Organisation Position Date

Waste

1 Has a full fire risk assessment been completed by a competent fire risk Yes No N/A assessor and as required by the Regulatory Reform (Fire Safety) Order 2005? Or part 3 of The Fire (Scotland) Act 2005, as amended and The Fire Safety (Scotland) Regulations 2006 if operating in Scotland?

2 Have recommendations identified in the Fire Risk Assessment been actioned? Yes No N/A

3 Are combustible waste materials stored externally in lockable, lidded metal bins or skips? Yes No N/A

4 Is there a regular collection of waste materials? Yes No N/A

5 Is there a segregated area for storage of flammable materials? Yes No N/A

6 Is any clinical or other hazardous waste segregated from general waste Yes No N/A and collected by specialist contractors?

7 Is the workplace segregated into ‘clean’ and ‘dirty’ areas e.g. offices, viewing Yes No N/A rooms (clean) and embalming areas (dirty) with targeted controls in each area to minimise contamination?

Smoking

8 Is smoking restricted to specified, unenclosed, external areas? Yes No N/A

9 Are arrangements in place for the safe disposal of smoking waste? Yes No N/A

Electricity

10 Do all parts of the electrical installation comply with BS 7671: Requirements Yes No N/A for electrical installations (The IET Wiring Regulations current Edition) and are records kept?

11 Are all electrical switchgear panels and cupboards kept free of storage Yes No N/A and combustible materials and is clear access maintained at all times?

Heating

12 Is your central heating/hot water boiler inspected annually by a competent Yes No N/A person?

13 If you do not have central heating, are your heating appliances fixed and Yes No N/A provided with suitable guards?

14 If you have any oil storage tanks are they provided with a secondary Yes No N/A containment facility, such as a bund or drip tray to prevent oil escaping into the water environment? This is a requirement under the Control of Pollution (Oil Storage) (England) Regulations 2001 and the Water Environment (Oil Storage) (Scotland) Regulations 2006.

15 Are any portable heaters

a) Used as little as possible? Yes No N/A

b) Placed where they are not likely to be knocked over? Yes No N/A

c) Of the convector rather than radiant heat type? Yes No N/A

Fire safety continued

16 Are all boiler houses kept locked, free of storage and combustible materials Yes No N/A and is clear access maintained at all times?

17 If you have any bulk external liquid petroleum gas (LPG) storage tanks or Yes No N/A cylinders, are they well ventilated, kept clear of undergrowth and vegetation, protected against impact damage from vehicles and subject to a written scheme for periodic examination by a competent person? For further guidance visit http://www.hse.gov.uk/gas/lpg/safeuse.htm

Unoccupied premises

If your premises are left unoccupied overnight are the following checks made before you leave?

18 Electric, gas and oil fired equipment not required to operate overnight – Yes No N/A switched off?

19 Equipment having flexible cables unplugged? Yes No N/A

20 No cigarettes or other materials left smouldering? Yes No

21 Fire and smoke stop doors are closed? Yes No

Fire extinguishing appliances/detection systems

22 Are suitable fire extinguishers provided in sufficient numbers and Yes No N/A suitably positioned as determined by your fire risk assessment?

23.Is fire extinguishing equipment maintained annually under contract by Yes No N/A a competent person?

24 Are staff trained in the use of fire extinguishing equipment? Yes No N/A

25 Are to the premises freely accessible for fire-fighting purposes? Yes No

26 If there are any fire hydrants within the grounds, have these been Yes No N/A inspected by the fire service?

27 If you have an automatic fire alarm system Yes No N/A

28 Is it annually maintained by a competent person and does it automatically Yes No N/A call the Fire & Rescue Service via an alarm receiving centre in the event of activation?

29 Are records kept of the maintenance carried out on:

a) Fire alarm systems? Yes No N/A

b) Fire extinguishers and any other fire safety systems? Yes No N/A

c) Fire hydrants? Yes No N/A

Evacuation procedures

30 Have fire drills been agreed with the Fire Prevention Authorities? Yes No N/A

31 Are fire drills practiced regularly including a night drill if there is any overnight Yes No N/A occupation of your buildings?

32 Can the sound of the fire alarm be easily distinguished from other bells or Yes No N/A alarms such as the intruder alarm?

33 Are fire escape routes kept clear of obstacles and are fire exist doors Yes No N/A unobstructed at all times?

34 Are fire exit doors and fire exit routes clearly marked using signs which Yes No N/A include pictograms?

35 Are procedures in place for the safe evacuation of persons with hearing Yes No N/A difficulties who may not hear the fire alarm, restricted vision who may not be able to see the exit signs or learning or physical disabilities who may need assistance?

34 Are records kept of drills? Yes No N/A

Water damage

Details

Name

Organisation Position

Storms

Date

1 Is the roof to the premises, including gutters, valleys and downpipes, Yes No N/A regularly checked and kept clear of debris?

2 Are trees regularly inspected by a competent person and lopped as Yes No N/A necessary?

Burst pipes

3 Are all water pipes and tanks adequately protected against freezing? Yes No N/A

4 Is all vulnerable basement storage on racking at least 150mm above Yes No N/A the floor?

5 Is all other storage in areas susceptible to water damage on racking at Yes No N/A least 150mm above the floor?

Security

Details

Perimeter

1 Is the site enclosed by means of walls, fences, gates etc. and is the boundary Yes No N/A of the premises clearly defined?

2 Are all boundary walls, gates and fences etc. in a good state of repair? Yes No N/A

3 Are all gates kept locked when not actually I use? Yes No N/A

4 Is there any surveillance system incorporating closed circuit television? Yes No N/A

5 Are concealed and vulnerable external areas protected by automatic or Yes No N/A permanent security lighting?

External

6 Does the construction of the buildings lend itself to good security i.e. Yes No N/A there are no areas of lightweight construction?

7 Are all security devices brought into operation when the premises are Yes No N/A unoccupied?

8 Are all external doors in areas housing vulnerable or valuable items secured Yes No N/A by good quality locks e.g. 5 lever mortice deadlocks certified to BS3621?

9 Are all accessible opening windows in areas housing vulnerable or valuable Yes No N/A items secured using key operated window locks or other suitable alternative measures?

Key Security

1 Is a system of control in place to manage the issue of keys? Yes No N/A

2 Is an established procedure in place for securing the premises Yes No N/A outside business hours?

Intruder Alarm Protection

1 Is an Intruder Alarm system installed in accordance with BS4737 or Yes No N/A PD6662 and BS8243 as required by the NPCC Policy on Police Response to Security Systems?

2 Is the system maintained by a company on the official list of recognised Yes No N/A firms of any UKAS accredited inspectorate body? ie NSI or SSAIB? For further details visit their websites www.nsi.org.uk and www.ssaib.org

3 Is the system linked to a 24 hour manned alarm receiving centre certified Yes No N/A to BS 5979 Cat II or BS EN 50518?

Money

1 Are all wages and salaries paid directly into bank accounts using the

No N/A BACS system?

2 Is the amount of money on the premises kept to a minimum?

3 If you have a safe, is this installed in accordance with the

No N/A manufacturer’s instructions?

4 Have you ascertained that the safe is adequate for the amounts of cash Yes No N/A kept therein?

5 Are all safe keys/combinations removed from the premises overnight or if Yes No N/A your premises are occupied overnight, kept in a secure location or “on the person”?

Business interruption

1 Are there contingency plans in existence to minimise disruption Yes No N/A in the event of damage to the buildings by fire, flood, other hazard or personal injury?

2 Are essential documents kept in fireproof safes/cabinets? Yes No N/A

3 Are back-up computer disks kept off-site, or failing this, in specialised Yes No N/A data cabinets? Note: fireproof document safes are NOT suitable for the protection of computer disks.

4 Are all employees, or volunteers where appropriate, aware of their role in Yes No N/A the event of an emergency?

Contractors/building works

Details

1 Is there a person designated to control contractors on site to ensure:

a) Statutory controls are applied?

b) Extra security, safety and fire precautions are taken?

2 Are hot work permits issued to ensure that necessary precautions are

undertaken when using blowtorches or any process involving the application of heat? A pro-forma hot work permit is enclosed.