This section focuses on recording your risk assessment findings and implementing a review process to maintain a safe work environment.
**Step 4: Documenting Your Findings**
For businesses with fewer than five employees, written records are not legally mandated, but they are highly recommended as a valuable tool for tracking and future reference.
If your company has five or more employees, documenting the significant findings of your risk assessment is a legal requirement. This documentation should include identified hazards and the conclusions drawn from your assessment.
Examples of documented findings include:
* Electrical Installations: “Insulation and earthing inspected and confirmed to be in satisfactory condition.”
* Welding Fumes: “Local exhaust ventilation is in place and undergoes regular maintenance checks.”
It is crucial to communicate these findings to all employees, ensuring everyone is aware of potential hazards and implemented safety measures.
**Strive for ‘Suitable and Sufficient,’ Not Perfection:** A risk assessment needs to be practical and effective, demonstrating that:
* A thorough evaluation was conducted.
* All potentially affected individuals (those at risk) were identified.
* All significant and apparent hazards were addressed, considering the number of people potentially exposed.
* The safety measures in place are reasonable and minimize the remaining risk.
Maintain these written records for future reference. They can be invaluable during a Health and Safety Inspector’s visit or in the event of legal proceedings related to civil liability. The records also serve as a reminder to monitor specific hazards and precautions regularly.
Ensure new employees have access to this documentation, enabling them to understand the safety protocols and potential risks associated with their work.
To simplify the process, reference existing documents such as safety manuals, your health and safety policy statement, company rules, working instructions, health and safety procedures, and fire safety protocols.
While you don’t need to replicate existing procedures, it’s essential to present all relevant information in an organized manner. You can choose to maintain separate documents or compile everything into a single comprehensive document.
**Step 5: Review and Revise Your Assessment**
When introducing new machinery, substances, or work processes, new hazards can arise. Integrate these new hazards into your risk assessment. Minor adjustments or routine job changes don’t necessitate immediate revisions.
Any significant change or new task that introduces significant new hazards requires a thorough evaluation and the implementation of appropriate risk mitigation measures.
Regularly review your risk assessment to confirm that existing safety measures remain effective. This proactive approach helps maintain a safe and healthy work environment for everyone.