corporate health and safety arrangements electrical equipment safety corporate health and safety...

Corporate Health and Safety Arrangements Electrical Equipment Safety

CSA018 - 1 - VSN 004 2013

Corporate Health and Safety Arrangements

Electrical Equipment Safety

Contents

1.0 Purpose ..........................................................................................................................3 2.0 Introduction ...................................................................................................................3 3.0 Distribution ....................................................................................................................3 4.0 Legal Requirements .......................................................................................................3 5.0 Responsibilities ..............................................................................................................4

5.1 Chief Executive ..........................................................................................................4 5.2 Director of Resources ................................................................................................4 5.3 Directors and Board of Governors ............................................................................4 5.4 Qualified Electrician ..................................................................................................4 5.5 Corporate Landlord ...................................................................................................4 5.6 Building & Service Managers (with Corporate Landlord framework agreement) ....5 5.7 Building & Service Managers (no Corporate Landlord framework agreement) .......5 5.8 Building Construction, Highways Works and Service & Repairs Service Managers..5 5.9 PAT (Portable Appliance Testing) Service Provider...................................................6 5.10 Employees (Equipment Users) ..................................................................................6

6.0 Training ..........................................................................................................................7 7.0 Definitions .....................................................................................................................8

7.1 Types of Equipment ..................................................................................................8 7.2 Appliance Classifications ...........................................................................................9 7.3 Work Environments ............................................................................................... 10

8.0 General Requirements ............................................................................................... 11 8.1 Risk Assessment ..................................................................................................... 11 8.2 Equipment Register ................................................................................................ 11 8.3 New Equipment...................................................................................................... 11 8.4 Third Party Equipment ........................................................................................... 11 8.5 Employee Privately Owned Equipment ................................................................. 12 8.6 Maintenance – Inspection and Test ....................................................................... 12 8.7 Frequency of Inspections ....................................................................................... 15 8.8 Maintenance and Test Records .............................................................................. 16

9.0 Further Information and Guidance ............................................................................ 16 Appendix 1 – Frequency of Inspection & Testing Equipment ................................................. 17 Appendix 2 – Formal Visual Inspection Record – 1 Item multiple checks ............................... 18 Appendix 3 – Formal Visual Inspection Record – multiple items 1 check ............................... 20 Appendix 4 – Operational Flow Chart ..................................................................................... 22

Document Name Electrical Equipment Safety

Document Number CSA018

Authorised By Joanne Skelton

Date of Current Issue Sept 2013

Pervious Versions Jan 2011, Sept 2008


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1.0 Purpose

To inform all Council managers, supervisors and employees of the arrangements for maintaining electrical equipment in a safe condition and therefore reducing the risk of accidents, incidents and near misses.

2.0 Introduction

Portable electrical equipment is equipment that has a lead (cable or flex) and may have a plug. It may be equipment that can be moved around by people, such as vacuum cleaners, power tools or laptops. It may also be equipment that could be moved around but is typically left stationary for most of its use, e.g. desktop computers, fax machines and photocopiers.

Nearly a quarter of all reportable accidents with electricity involve portable equipment and the vast majority of these accidents result in electric shock. Electrical equipment is an invaluable part of virtually every workplace and work activity, when it is in correct working order, and is used correctly, it presents no danger. A risk assessment must be carried out in order to establish inspection and testing frequencies required for electrical equipment.

3.0 Distribution

To be brought to the attention of all council managers, supervisors and employees who in the course of their duties manage or supervise those who work with portable electrical equipment and those who use electrical equipment.

4.0 Legal Requirements

In a workplace the employer has a general duty under the Health and Safety at Work Act 1974 to ensure the safety and health of employees and those affected by the work.

The Management of Health and Safety at Work Regulations 1999 requires the employer to identify hazards in the workplace and to assess and control the risk presented by these hazards.

The particular legal requirements relating to the use and maintenance of electrical equipment are contained in the Electricity at Work Regulations 1989 (EAW). These Regulations apply to all work activities involving electrical equipment. They place duties on employers and employees, the duties are intended to control dangers arising from the use of electricity.

Where any equipment is supplied for use, and this includes electrical equipment, there is a duty under the Provision and Use of Work Equipment Regulations 1998 (PUWER) to ensure it is suitable for the purpose for which it is provided or used. There are legal duties on manufacturers and suppliers covering initial integrity (safety) of new work equipment. Guidance to PUWER recommends that employers undertake a risk assessment to ascertain if significant risks could arise from the incorrect installation or deterioration of work equipment.


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5.0 Responsibilities

5.1 Chief Executive

The Chief Executive shall ensure that a management structure is in place within the Council in order to carry out its legal duties and responsibilities in relation to maintaining the safety of electrical systems and equipment.

5.2 Director of Resources

The Director of Resources shall nominate a suitably trained, qualified and experienced person to act as the duty holder in respect of electrical systems, equipment and conductors, and in respect of work activities on or near electrical equipment for the Council. The duty holder shall be given the title of Qualified Electrician and will be appointed with ensuring these arrangements are implemented with effective management and be given sufficient resources to ensure appropriate training is provided for those tasked with responsibility for compliance.

5.3 Directors and Board of Governors

Directors and Board of Governors shall:

Ensure appropriate arrangements are made for the assessment, management and use of electrical equipment in all premises under their control;

Ensure the arrangements are implemented, communicated and reviewed; Appoint a ‘Responsible Manager’ for individual site, premises or service to take

managerial responsibility and provide supervision for the implementation of the arrangements;

Provide Corporate Landlord with details of the ‘Responsible Manager’ and updates as and when required.

5.4 Qualified Electrician

The Qualified Electrician is the duty holder in respect of electrical systems, equipment and conductors, and in respect of work activities on or near electrical equipment. Regular inspection of equipment is an essential part of any preventative maintenance programme, the Qualified Electrician shall ensure electrical systems, equipment and conductors, are maintained at intervals as maybe necessary to prevent danger.

Practical experience of use may indicate an adjustment to the frequency at which preventive maintenance needs to be carried out. This is a matter for the judgement of the duty holder who should seek all the information he needs to make this judgement including reference to previous maintenance information and where possible reported faults or unplanned events.

The Qualified Electrician shall periodically review the Arrangements on electrical equipment safety and shall set the frequency of inspection and testing periods.

5.5 Corporate Landlord

Corporate Landlord has been commissioned to provide facilities management services to service occupiers. This service provision comes with a mutual understanding between the


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service occupier and Corporate Landlord, which is that they work together to ensure obligations are met, this mutual understanding is effectively an internal lease.

For most service occupiers the facilities management service provided by Corporate Landlord will include the appointment and management of a portable appliance testing contract. The contract will enable the appointment of a PAT Service Provider who will carry out portable appliance testing in accordance with a schedule of works. The contract and schedule of works is referred to as a framework agreement within this arrangement.

For Council services that do not have a framework agreement, responsibility for providing and managing a portable appliance testing service rests with the responsible person for that service area.

5.6 Building & Service Managers (with Corporate Landlord framework agreement)

Building & Service Managers who have a Corporate Landlord framework agreement shall ensure:

they nominate ‘key contact(s)’ who shall assist the Responsible Manager (see section 5.3 above) in complying with this arrangement;

a register of electrical equipment requiring periodic inspections and tests is kept and maintained for their Service;

user checks and formal visual inspections are carried out at frequencies as described in this arrangement;

employees under their management are adequately trained in routine checking and maintenance.

5.7 Building & Service Managers (no Corporate Landlord framework agreement)

Building & Service Managers who do not have a Corporate Landlord framework agreement shall ensure:

a register of electrical equipment requiring periodic inspections and tests is kept and maintained for their Service;


a management system is implemented for combined inspections and tests and these are carried out at frequencies as described in this arrangement;

records of formal visual inspections and combined inspections and tests are kept and maintained;

records of formal visual inspections and combined inspections and tests are made available to the Qualified Electrician;

employees under their management are adequately trained in routine checking and maintenance;

5.8 Building Construction, Highways Works and Service & Repairs Service Managers

This section applies to those parts of Building Construction, Highways Works and Service & Repair services that use any form of portable electrical equipment on construction projects, highway works or housing maintenance, the scope of this would include all equipment


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typically not used in offices. Building Construction, Highways Works and Service & Repairs Service Managers are responsible for implementing a regime of inspection and testing and shall ensure:

they nominate ‘key contact(s)’ who shall assist the Responsible Manager (see section 5.3 above) in complying with this arrangement;

a register of electrical equipment requiring periodic inspections and tests is kept and maintained;


a management system is implemented for combined inspection and tests and these are carried out at frequencies as described in this arrangement;

records of formal visual inspections and combined inspections and tests are kept and are made available to the Qualified Electrician;

employees under their management are adequately trained in routine checking and maintenance.

5.9 PAT (Portable Appliance Testing) Service Provider

The PAT Service Provider carries out equipment testing, as requested by the Service Managers or Corporate Landlord and provides them with results and records from the inspections and tests.

5.10 Employees (Equipment Users)

Employees shall co-operate with the Council to enable the duties placed on DBC by the provisions of the Electricity at Work Regulations 1989 to be complied with and abide by the provisions of the Regulations in relation to matters which are within their control.


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6.0 Training

The right training is essential to the effective implementation of the requirements of this procedure. The table below outlines the level of training and competence required for those employees that have a duty under these Arrangements. In relation to a person, being competent means adequately qualified, suitably trained and with sufficient experience to safely perform work without supervision or with only a minimal degree of supervision.

Area Responsibility Qualifications / Competency Required

Qualified Electrician Time Served Electrician or Post-grad Electrical Engineer with appropriate industry qualifications including the current IET Wiring Regulations qualification and the necessary experience to fulfil the role.

All responsible managers and delegated staff

In-house training – Inspection & Maintenance of Electrical Equipment

PAT Service Provider City & Guilds Certificate for the In-Service Inspection and Testing of Electrical Equipment or equivalent qualification.

Users Electrical Equipment Safety Arrangement, information and instruction provided by Service Managers, tool box talks and briefings.


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7.0 Definitions

7.1 Types of Equipment

There is no universally accepted definition of ‘portable and transportable’ electrical equipment, however it generally means equipment that is not part of a fixed installation, but is intended to be connected to a fixed installation, or a generator by means of a flexible cable and either a plug and socket, or a spur box, or similar means. The word 'portable' is somewhat misleading because this category includes large electrical items such as freezers, washing machines etc. and includes any electrical equipment that is not permanently connected/fixed to the electrical supply.

This includes equipment that is either hand held or hand operated while connected to the supply. The electrical supply to the equipment is assumed to be at a voltage that can give a fatal electrical shock to a person i.e. more than 50 V ac or 120 V dc.

Examples of portable equipment include tools and extension lead in the construction industry (high risk); grinders and hand lamps (medium risk); and floor cleaners and metal bodied kettles in offices (low-risk) Extension leads, plugs and sockets, and cord sets that supply portable equipment, are classified as portable equipment because they operate in the same environment and are subject to the same use a the equipment they serve.

For the benefit of establishing a consistent programme of inspection frequencies throughout DBC the following categories of equipment are used:

Stationary equipment

Equipment that has a weight of more than 18 kg and is not provided with mechanisms to assist movement e.g. large refrigerators or vending machines.

Fixed appliances

Appliances or equipment that is fastened in a set location and connected to the electricity supply usually via a spur box e.g. toilet hand dryers or clothes irons located in a hotel room.

IT (Information Technology)

IT equipment includes mains powered electronic equipment such as computers, monitors, fax machines and photo copiers.

Moveable equipment

Includes unfixed equipment of 18kg or less in weight and intended to be moved from one location to another, for example a portable electric fire, small fridges, microwaves or welding sets. Equipment might be provided with castors, wheels or other means to assist movement.

Portable appliance

An appliance of less than 18kg in mass that is intended to be moved whilst in operation or an appliance which can easily be moved from one place to another, e.g. vacuum cleaner, power point projector, electric powered jet washer or chop saw.


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Hand Held equipment

Portable equipment that is intended to be held in the hand during normal use e.g. a soldering iron, power drill or hair dryer.

7.2 Appliance Classifications

Electrical appliances are grouped into 3 main classifications.

Class 1 / Earthed Appliances

Class 1 appliances are protected against electric shock by means of a protective earth conductor being connected between the supply plug and the conductive (metal) parts of the equipment. The protective earth is in addition to basic insulation.

Typically, Class 1 appliances have exposed metal parts although not always. The supply cable carries 3 wires – Live, Neutral & Earth. Example of Class 1 appliance would be kettles, irons, toasters etc.

The symbol for Class I items looks like this, and should be found somewhere on the appliance.

Class 2 / Double Insulated Appliances

Class 2 appliances are protected against electric shock by basic insulation and additional safety precautions such as double insulation or reinforced insulation.

In the majority of cases the appliances are cased in a non-conducting material like plastic or rubber. They are marked by a square within a square (as shown below)

There is no earth in Class 2 appliances and the supply cable has only 2 wires – live and neutral. Examples of Class 2 appliances are garden power tools and hairdryers.

Class 3 / Safety Extra Low Voltage


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Class 3 appliances rely for protection against electric shock on supply from a safety extra low voltage (SELV) source. SELV voltages will not exceed 50V and often will be required to be under 24V or even 12V.

7.3 Work Environments

The working environment within which equipment is used is an important factor in considering what kind of inspection the equipment should be subject to and the frequency of inspection. Equipment used on construction sites will be subject to rougher treatment than equipment used in an office hence the frequency of inspection for construction equipment will be higher than that for office equipment.

There are 5 basic categories of location, however managers should use their judgement in choosing how to categorise where their equipment is located. The basic location categories are:

Offices and shops - e.g. normal office blocks (including construction site project offices) and commercial shopping outlets

Equipment used by the public - e.g. in hotels, sports centres or accommodation blocks

Industrial including commercial kitchens - e.g. factories and warehouses Schools and colleges - e.g. establishments where children are educated Construction sites - including building refurbishment and highway projects

The location where equipment is used helps determine the type and frequency of inspection, because environmental factors can result in equipment being damaged more easily.


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8.0 General Requirements

8.1 Risk Assessment

Responsible Managers shall carry out a risk assessment to identify any hazardous work activities involving electrical equipment, including plant and machinery, and record any significant risks on the Corporate Risk Assessment Form RA001/2 - refer to risk assessment procedure CSA016/5.

8.2 Equipment Register

Responsible Managers shall maintain a PAT inventory / asset register of electrical equipment in the corporate standard format. Responsible Managers shall keep their version of the asset register in the designated location on the shared network drive. A Corporate Landlord representative will be available to assist the Responsible Managers to establish their asset register in the correct location.

Where necessary Responsible Managers will be given training and guidance in the use of the PAT inventory / asset register, published guidance will be made available to Managers on request. Each piece of equipment that requires inspection and test shall be catalogued on the register, this includes items of electrical equipment and any ancillary pieces for example detachable power leads, docking stations etc.

Class 3 equipment (extra low voltage) does not require formal inspection or testing unless a risk assessment has shown there is a significant risk of harm if the equipment becomes unsafe. Class 3 items may still need to be catalogued for asset management purposes and Managers should consult the guidance. Examples of Class 3 equipment include laptops, battery operated power tools, some desktop printers etc. Although Class 3 equipment does not require formal inspection and testing the devices which power them, either the charger or the power supply may be categorised as Class 1 or 2 equipment and so will need to be inspected and tested in line with this arrangement.

8.3 New Equipment

All electrical appliances purchased for the Council shall be sought from suppliers or manufacturers complying with EU standards on equipment safety. The equipment should display a CE mark, which signifies a declaration by the manufacturer that the product meets all the appropriate safety standards and legal requirements.

For newly purchased equipment the Responsible Manager will determine, through risk assessment, whether personnel are likely to encounter significant risks arising from the incorrect installation or re-installation of electrical appliances. Where the risk assessment identifies significant residual risks the Responsible Manager shall ensure the equipment undergoes a formal visual inspection at an appropriate time after installation.

8.4 Third Party Equipment

Where equipment has been introduced into a Council workplace by a third party, (e.g. by a service user, tenant, partner or contractor/service provider), and is intended to be put to use in that workplace (e.g. power tools brought to a construction site by a contractor or a media


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device brought to a training venue), the Responsible Manager must assure themselves that the equipment is safe for the intended purpose and period of use.

To satisfy this part the Responsible Manager may look for a tenancy, partnership or contract/service agreement where the tenant, partner, contractor or service provider has confirmed by signed contract that electrical equipment used by the third party or on behalf of the third party by their sub-contractor, is constructed, maintained and used so as to prevent danger. Where a suitable tenancy, partnership or service agreement does not exist for third party occupancy the Responsible Manager shall inform their services Senior Manager of the omission who must then arrange for suitable agreements to be put in place. Where a contract exists for Third Party occupancy the Responsible Manager shall ensure periodic monitoring of the agreement is carried out.

For occasional or transitory third party occupancy it is at the discretion of the Responsible Managers whether or not on-the-spot assessment of the third party’s equipment is required. If the Responsible Manager believes an assessment is appropriate the assessment shall take into account records from a program of inspection and testing commensurate with published guidance or whether evidence is available confirming that the equipment has been bought from within the EU area and is less than 12 months old. If this criteria cannot be met then the equipment must, as a minimum, on the first occasion undergo a formal visual inspection, conducted by a competent person, before being put in to use in that area. If the equipment is found to have faults that would render it unsafe for the user and / or others then the Responsible Manager shall ensure the equipment is not used until it is properly repaired by a competent person, if the item cannot be repaired it must be removed from the workplace as soon as possible. The Responsible Manager shall ensure records of the checks are kept and maintained.

8.5 Employee Privately Owned Equipment

Much unauthorised equipment is brought to work by employees (e.g. electric heaters, kettles, phone chargers, electric fans, etc). If the Responsible Manager permits its use the equipment should be suitably controlled and will need to be included in the maintenance regime – in particular the formal visual inspection program. Equipment that fails a user check or formal visual inspection shall be quarantined and not used until it is properly repaired by a competent person, if the item cannot be repaired it must be removed from the workplace as soon as possible.

Important Note: Responsible Managers shall not knowingly allow the use of unsafe equipment in their work area and employees shall not knowingly use unsafe equipment in their work area.

8.6 Maintenance – Inspection and Test

The maintenance system is designed to be proactive, i.e. planned to prevent incidents arising, rather than reactive, where action is taken following an incident / accident. The measures taken under a proactive system should be proportionate to the risk.

Although a good initial level of safety can be achieved by correct selection and use of equipment and its connectors and cables, lasting safety can only be attained by ongoing and effective maintenance.


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Users should take good care of their equipment, if a user sees a defect with their equipment they should cease work and report it immediately to their manager.

Maintenance includes visual inspections, testing, repair and replacement and will determine whether equipment is fully serviceable or remedial action is necessary.

Routine inspection and appropriate testing, where necessary, are part of any overall strategy for ensuring work equipment is maintained in a safe condition.

This strategy includes user checks, formal visual inspections by a trained person and appointed to carry them out, combined inspection and test by a competent person.

The effectiveness of these systems must be monitored by the Responsible Manager, who shall take action where faults are found, particularly when faults are frequent.

The table in Appendix 1 provides guidance on the initial frequencies of inspection & testing. However, the frequency must depend upon the factors listed above and will be kept under review by the Qualified Electrician.

8.6.1 Visual User Checks

Visual user checks shall be conducted by any user of portable equipment. The person using the equipment shall look at it critically and check for signs that it may not be in sound condition:

damage (apart from light scuffing) to the cable sheath;

damage to the plug i.e. crack casing, bent pins;

inadequate joints i.e. taped joints;

the outer sheath of the cable is not effectively secured where it enters the plug or the equipment i.e. the coloured insulation of the internal cable cores showing;

the equipment has been subjected to conditions for which it is not suitable i.e. wet or excessively contaminated;

damage to the external casing of the equipment or there as some loose parts or screws

evidence of overheating

These checks also apply to extension leads and associated plugs and sockets.

Faults should be reported to the Responsible Manager and the equipment taken out of use immediately. Procedures must be implemented to ensure that the equipment is not used again until it is repaired by a competent person. Defective equipment shall have its fuse removed where possible and be labelled as faulty.

8.6.2 Formal Visual Inspection

Although the responsibility of maintaining the inspection regime is that of the Responsible Manager, they can delegate the task of inspection to a trained employee.

Formal visual inspections must be carried out as part of the maintenance regime, by a competent person. These inspections will identify most potentially dangerous faults and are a vital part of the maintenance regime.


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Inspections shall be recorded on either one of the standard forms. Appendix 2: Formal Visual Inspection Record – 1 Item multiple checks, can be used to record a singular item for multiple inspections. Appendix 3: Formal Visual Inspection Record – multiple items 1 check, is used to record one inspection for multiple items. The Responsible Manager can choose whichever form is most suited to their work area to record inspections.

A formal visual inspection monitors the ‘user checks’ and involves similar checks, but will be carried out in a formal, systematic manner.

A formal visual inspection will not involve taking equipment apart but there maybe a need to inspect the inside of a plug and check the rating of fuses.

Trained persons must have sufficient information and knowledge of how to carry out inspections, what to look for and what is acceptable. To avoid danger, trained people should know the limit of their knowledge and experience.

Formal visual inspections shall be carried out at regular intervals. The period between inspections can vary considerably depending on the type of equipment, the conditions of use and the environment (electrical equipment used on a construction projects will need more frequent inspections than equipment such as floor cleaners in an office). The intervals at which equipment shall be inspected is obtained from the relevant service asset register.

8.6.3 Combined Inspection and Test

Combined Inspection and Test (CIT) is more commonly referred to as the ‘PAT test’. Periodic combined inspection and testing is required as a reliable way of detecting faults and is carried out to support the formal visual inspection regime.

Responsible Managers that do not have a framework agreement with Corporate Landlord are responsible for arranging CIT’s for equipment in their area, in line with the frequency of inspection laid down in this document.

The Responsible Manager shall make available all equipment due for test to the PAT Service Provider. A re-charge will be made by Corporate Landlord, to the relevant service for any equipment not made available to the PAT Service Provider and subsequently missed from the due test.

Combined inspection and testing requires a greater degree of competence than for inspection alone, as the results will require interpretation and appropriate electrical knowledge.

The combined inspection and test will be required:

when there is reason to believe the equipment may be defective (but this cannot be confirmed by visual inspection);

after any repair, modification or similar work;

at periods appropriate to the equipment the manner and frequency of use and the environment

The inspection carried out in conjunction with testing will include checking:

the correct polarity of supply cables;

correct fusing;


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effective termination of cable and cores;

the equipment is suitable for its environment

As well as testing the equipment the PAT Service Provider shall review the formal visual inspection records for comments about the relevant equipment. The PAT Service Provider shall notify as soon as is practical occasions of bad practise and instances of unsafe equipment to the Qualified Electrician who shall be given access to all the results from the combined inspection and tests.

On discovery of unidentified equipment the PAT Service Provider shall inform the Responsible Manager as soon as possible about the discovery. The Responsible Manager shall either seek to have the item removed from use or can choose to put the item on their inspection and test regime, which will include all the requirements assigned to the equipment under this procedure.

8.7 Frequency of Inspections

Table 1 in Appendix 1 outlines the minimum standard for frequencies of inspection and testing for Class 1 and 2 electrical appliances and all Responsible Managers shall align their inspection regime with this guidance.

The frequency of inspection and testing follows guidance given by the Institute of Engineering Technology (IET) Code of Practice (the Code) for In-Service Inspection and Testing of Electrical Equipment (4th edition).

The Qualified Electrician shall review the frequencies of inspection and test and through a due process of risk assessment, determine where frequencies may be altered. With regard to extending the periods between inspection and testing, in making their determination the Qualified Electrician shall consider results from previous inspections and tests and knowledge gained from their experience of the various groups within the Council.

The frequency of inspection and testing required can vary depending on the following:

The environment – Equipment in a benign environment is likely to suffer less damage than equipment in a rough environment.

The users – If users report damage promptly, hazards can be avoided. Conversely, if equipment is likely to receive unreported abuse, more frequent inspection & testing is required.

The equipment construction – The safety of Class 1 equipment is dependent upon a connection with earth. Class 2 equipment is not dependent upon a fixed earth.

The equipment type – appliances that are hand-held are more likely to be damaged than fixed appliances.

Any alterations in the frequency of testing shall be published in future versions of this arrangement and be fully communicated and coordinated throughout the Council.

Class 3 equipment does not require ‘PAT’ testing but dos require periodic formal visual inspection, the frequency of which is proportionate to the conceived risk. Frequency of formal visual inspection for Class 3 equipment shall be as a minimum 2 yearly in offices, shops, schools and public use; annually for industrial areas and 3 monthly for construction sites. Records shall be kept as previously stated.


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8.8 Maintenance and Test Records

The Responsible Manager must keep records of maintenance, inspection and test logs for all portable and transportable electrical equipment under their control. These records shall be used for monitoring and reviewing the effectiveness of the maintenance scheme.

The formal visual inspection form shall be used to record faults found during inspection, this is a useful indicator of areas that are likely to subject their equipment to higher than average wear or damage and therefore bring to question whether suitable equipment is being selected.

Responsible Managers shall ensure electronic copies of maintenance and test records are kept and maintained in the designated network location. All Services shall be designated a network location by the Corporate Landlord representative for their maintenance and test records.

9.0 Further Information and Guidance

1. Further advice and guidance is available from the Health & Safety Team or from the health and safety document library which contains Council health and safety guidance and policies, risk assessment forms and examples of risk assessments.

Health & Safety Team Resources Group Hundens Depot Tel: 01325 347540 Email: [email protected]

2. The Health and Safety Executive (HSE) website www.hse.gov.uk contains a lot of useful general and topic specific health and safety guidance, much of which can be downloaded free.

Statutory Instrument 1989 No. 635: The Electricity at Work Regulations 1989.

HSC. (1999). The Management of Health and Safety at Work Regulations 1999 Approved Code of Practice.

Memorandum of guidance on the Electricity at Work Regulations 1989 (HSR25)

Safe use of work equipment, Provision and use of Work Equipment Regulations 1998, Approved Code of Practice and guidance, L22 (3rd Edition)

The Health & Safety Team also keep a library of reference material, which can be borrowed. A selection of health and safety videos is also available.

mailto:[email protected]

http://www.hse.gov.uk/


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Appendix 1 – Frequency of Inspection & Testing Equipment

Notes 1. Offices & Shops, - e.g., Town Hall, Central House, Beehive, parts of the Dolphin Centre, parts of the Depot, etc

Equipment used by the public, - e.g., DBC equipment in Care Homes, parts of the Dolphin Centre, parts of the Market Place, etc Industrial, - e.g., parts of the Depot, mobile engineers, Community School kitchens, cemeteries, etc Schools, - any area of Community School with exception to the school kitchen, Apprentice Workshops, etc Construction, - all equipment fitted with 110v socket or plug adapter (does not include portable appliances stationed in site cabins where the purpose of the equipment is for welfare or office duties), etc

2. S = Stationary equipment IT = Information Technology equipment F = Fixed M = Moveable equipment P = Portable equipment H = Hand Held equipment

3. User checks are not recorded unless a fault is found. 4. The formal visual inspection may form part of the combined inspection and tests when they coincide. 5. If the Class of the equipment is not known it must be assumed to be Class 1 until proven otherwise. 6. The results of the combined inspections and tests are recorded.

Type of premises (note 1)

Type of equipment (note 2)

User Checks (note 3)

Class 1 Earthed (note 5) Class 2 Double Insulated (note 5)

Formal visual inspection (note 4)

Combined inspection & testing (note 6)

Formal visual inspection (note 4)

Combined inspection & testing (note 6)

Offices & Shops

S None 24 months 48 months 24 months None

IT None 24 months 48 months 24 months None

M Weekly 12 months 24 months 24 months None

P Weekly 12 months 24 months 24 months None

H Before use 12 months 24 months 12 months None

F 3 months 24 months 48 months 24 months None

Equipment used by the public

S Weekly Monthly 12 months 12 months 24 months

IT Weekly Monthly 12 months 12 months 24 months

M Weekly Weekly 6 months 6 months 12 months

P Before use Weekly 6 months 6 months 12 months

H Before use Weekly 6 months 6 months 12 months

F Weekly 12 months 24 months 12 months 24 months

Industrial including commercial kitchens

S Weekly None 24 months None 24 months

IT Weekly None 24 months None 24 months

M Before use 6 months 12 months 6 months 24 months

P Before use 6 months 12 months 6 months 12 months

H Before use 6 months 12 months 6 months 12 months

F 3 months 12 months 24 months 12 months 48 months

Schools

S Weekly None 12 months 12 months 48 months

IT Weekly None 12 months 12 months 48 months

M Weekly 6 months 12 months 12 months 48 months

P Weekly 6 months 12 months 12 months 48 months

H Before use 6 months 12 months 12 months 48 months

F Weekly 12 months 48 months 12 months 48 months

Construction sites 110V equipment

S None Monthly 3 months Monthly 3 months

IT N/A N/A N/A N/A N/A

M Weekly Monthly 3 months Monthly 3 months

P Weekly Monthly 3 months Monthly 3 months

H Weekly Monthly 3 months Monthly 3 months

F Weekly Monthly 3 months Monthly 3 months


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Appendix 2 – Formal Visual Inspection Record – 1 Item multiple checks

Service & Location Make & Model

Frequency of FVI (e.g. 6 monthly, 12 monthly)

PAT Test ID Number (Bar Code Number)

Insp. Date

I.D. No Legible ? Y/N

Plug + Fuse Flex Body Faults? Initials & Signature

Due Date Other Comments? First inspection? – Y/N


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Appendix 3 – Formal Visual Inspection Record – multiple items 1 check

Service & Location Insp. Date

Frequency of Formal Visual Inspection (e.g. 6 monthly, 12 monthly)

PAT Test ID Number (Bar Code Number)

I.D. No Legible? Y/N

Plug + Fuse

Flex Body Faults? Initials & Signature

Due Date Comments First inspection? – Y/N


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Appendix 4 – Operational Flow Chart


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