Documents on labor protection in the organization
From this article you will learn what is included in the package of labor protection documents at large and small enterprises and individual entrepreneurs, and what documents are checked during labor safety inspections.
All work performed by occupational safety and health services in any organization is reflected in the documentation.
Workers who work in large or small, public or private organizations, as well as individual entrepreneurs, have the same rights to safe work. Therefore, the main set of labor protection documents (list) is the same for all enterprises. Depending on the specifics of the activity, some areas will be worked out in more detail, others less so. For example, in a school there will be much less instructions on how to conduct particularly dangerous work than in a machine-building plant.
What does a set of occupational safety documents consist of?
Documents on labor protection at the enterprise are:
• orders, • journals, • instructions, • cards, • regulations, • programs, • protocols, • lists, etc.
They display the organization:
• all types of OT training; • access of personnel to perform work; • equipment condition monitoring, • medical examinations; • certification of working conditions; • work of the enterprise's OT service; • supply of protective clothing, personal protective equipment, provision of collective protection, detergents; • cooperation with contractors.
Occupational safety and health at the enterprise: documents for the work of an occupational safety specialist
To organize the work of the enterprise OT service, you need:
1. Orders on: • creation of an OT service. These responsibilities can be performed by: 1 specialized specialist, a team of specialized specialists, a trained employee from the engineering staff or a third-party specialist; • appointment of responsible persons; • approval of the list of instructions on occupational safety and their implementation; •formation of a commission on occupational safety.
2. Provisions on: • tag system; • organization of particularly dangerous work; • step-by-step monitoring of OT status; • the work of authorized employees; • development of occupational safety instructions; • occupational safety management system.
3. Instructions for occupational safety during the performance of various jobs and for professions that are provided for in the staffing table;
4. Journals: • issuing instructions; • registration of instructions, work permits, inspections by regulatory authorities, higher organizations; • accounting of accidents (AC): related, not related to production, domestic; • recording of occupational diseases (OD);
5. List of works associated with increased danger;
6. Plans: • inspections by divisions of the enterprise; • work of the OT service for the reporting period (month, quarter, year);
7. Acts of investigation of all NS and PP.
Mandatory documents
Labor protection documentation is developed taking into account the activities of the budgetary organization.
The list will be individual for each. But there are also general requirements that should be reflected in all organizations. The documentation must be easy to read, easy to identify, and must indicate the date of implementation and expiration date. Regulatory documents on labor protection that the employer must develop:
- Regulations on the OT management system.
- Protocols or certificates.
- Job description of the security officer.
- Orders on the appointment of responsible persons.
- Induction training log.
- Workplace briefing logs.
- Employee briefing and training program.
- OT Instructions.
- List of workplaces with harmful or dangerous working conditions.
- List of professions and jobs for which it is necessary to undergo a medical examination.
- Logbook for registration of work permits for high-risk work.
- List of PPE issued free of charge.
- Cards for issuing and recording PPE for each employee.
- Materials on carrying out the special labor test (order to create a commission and approve the schedule; list of workplaces subject to the special labor test; information about the organization conducting the special labor test; maps of the special labor test, summary statement, list of measures to improve the conditions and labor protection of workers at whose workplaces the special labor test was carried out; expert opinion of the organization that conducts the assessment).
List of documents on labor protection in the organization for training
To organize training in accordance with legal requirements, an occupational safety specialist will need:
1) Orders on: a) organizing training and knowledge testing in occupational safety; b) exemption from initial and repeated briefings for persons whose work is not related to the maintenance of mechanisms, equipment, etc.; c) creation of a commission (commissions) for testing knowledge;
2) Regulations on: • training and testing of knowledge in occupational safety;
3) Training programs with test questions for: • engineers; • each working profession; • by type of work;
4) Protocols for testing knowledge of labor protection requirements;
5) Instruction programs: introductory and conducted by work managers;
6) Log books: • briefings – introductory and conducted by work managers. They are usually kept by the persons who conduct them; • assignment of 1st electrical safety group to workers who are not electrical personnel.
There should be and actively use stands, posters, and safety signs.
Documentation and labor protection documentation
The list of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating their storage periods, was approved by Order of the Federal Archive of December 20, 2019 N 236.
The List includes standard management archival documents generated in the course of the activities of state bodies, local governments and organizations in the implementation of the same type (common to all or the majority) management functions, regardless of their organizational and legal forms and form of ownership, indicating storage periods. Documents on labor protection issues are contained in section 7.3 of the List.
According to the List, the following storage periods for labor protection documents must be observed:
1. Reports on the special assessment of working conditions and documents for them (protocols, decisions, conclusions, lists of workplaces, information, data, summary statements, declarations of conformity, SOUT maps for specific workplaces, lists of measures to improve working conditions and labor protection):
- at the place of conduct - 45 years , and in the presence of harmful and dangerous working conditions - 50 years (if the documents were completed after January 1, 2003) and 75 years (if the documents were completed before January 1, 2003);
- in other organizations – 5 years .
2. Certificates of conformity of work on labor protection (safety certificates) - within 5 years after the expiration of the certificate;
3. Documents (certificates, proposals, justifications, correspondence) on the status and measures to improve labor protection - 5 years ;
4. Lists of workers in production with harmful and dangerous working conditions:
- if the documents were completed after January 1, 2003 - 50 years ;
- if the documents were completed before January 1, 2003 - 75 years .
5. Permit orders for work in places where harmful and hazardous production factors are present and for especially dangerous and harmful work - within 1 year after the closure of the permit, and in the presence of industrial injuries, accidents and accidents at work - 45 years ;
6. log of the issuance of work permits for work in places where harmful and dangerous production factors are present and for the performance of particularly dangerous and hazardous work - within 1 year after the closure of the work permit, and in the presence of industrial injuries, accidents and accidents at work - 45 years ;
7. Documents (conclusions, certificates, information) on the causes of illness of workers - 5 years EPC (storage period from o means that these documents after the expiration of the storage period can be selected for permanent storage);
8. Documents (acts, protocols, conclusions, information, certificates, correspondence) on the investigation and recording of occupational diseases:
- if the documents were completed after January 1, 2003 - 50 years ;
- if the documents were completed before January 1, 2003 - 75 years .
9. Documents (programs, lists, correspondence) on the training of workers in labor protection – 5 years ;
10. Protocols of training results in occupational safety – 5 years ;
11. Journals and accounting books:
- instructions on labor protection (introductory and on-the-job) – 45 years ;
- preventive work on labor protection, testing knowledge on labor protection - 5 years .
12. Books, registers, databases of industrial accidents, accident records - 45 years ;
13. Documents (acts, reports, certificates, conclusions, correspondence) on compliance (non-compliance) with sanitary, epidemiological and hygienic requirements of operating conditions, territories, buildings, structures, structures, premises, equipment, vehicles - 5 years EPC ;
14. Correspondence on labor protection issues – 5 years .
Labor protection documents at the enterprise to take into account the working conditions of workers
The list of documents on labor protection in the organization that regulate the working conditions of workers includes:
• order on the organization of medical examinations; • documentation on sanitary services for employees; • journal for accounting of protective equipment; • personal cards for recording the issuance of workwear; • reports on special assessments of working conditions; • passports of sanitary and technical condition of workplaces, areas, workshops, etc.; • list of workwear, personal protective equipment for each profession; • lists of professions and persons who are given free milk and detergents; • lists of professions whose representatives must undergo preliminary, periodic, and pre-shift medical examinations; • provisions on providing enterprise employees with special clothing, personal protective equipment, milk, and detergents; • orders for the implementation of measures recommended based on the results of certification and certification of workplaces.
A set of documents on labor protection when working with contractors
If your company plans to work with contractors, include in the package of labor protection documents:
• schedule of inspections of the labor safety status of facilities where contractors work; • regulations on working with contractors on occupational safety issues: requirements for the personnel of contractors who will work with equipment owned by the enterprise and carry out repairs; procedure for admitting contractor personnel to the enterprise territory; procedure for issuing permits, etc.; • the procedure for agreeing on work organization projects that will be carried out by contractors.
Other
There are different opinions regarding the inclusion of fire safety, electrical safety, and environmental work in the job responsibilities of an occupational safety specialist. Theoretically, each of these areas is a separate field of activity requiring special knowledge and qualifications. However, in practice, due to cost optimization, crisis phenomena in the economy, and the peculiarities of the company’s production activities, nevertheless, work in the areas listed above is also assigned to a labor protection specialist (department).
Documentation flow on labor protection may contain specific provisions, orders, instructions depending on the characteristics of the company’s production activities; we are talking about work with cranes, thermal power plants, boilers, pressure vessels, chemicals, and so on.
A separate area of labor protection is activities for the safe performance of work by contractors; instructions are also developed for them; rules and requirements are included in the text of the contract for the performance of work and provision of services. There is a system for issuing permits for fire, welding, and high-risk work. A special place in the document flow system for labor protection is occupied by work on anti-terrorism protection, documents on civil defense and emergencies.
Thus, the workflow for labor protection is a complex system; the full list of documents will always differ depending on the characteristics of the production activities of different companies. Corporate documents on labor protection establish the norms and rules of labor protection that are mandatory for all employees of the company, record events and facts regarding labor protection that have developed at a certain point in time.
