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Posted By Ian Stone
This may seem a simple question but its caused a stir amongst our staff and union reps.
In the past we have recorded our risk assessments on a form and these were then kept within the area and also in a central file. Last year we started inputting these forms onto a computer database for our use so we cant do searches etc.
Our management have come up with the idea to get rid of the paper system and have it all on our staff intranet so staff can look up and input all the assessments on line. This has gone down well with the majority of staff but a few (including some union safety reps) have got upset stating that the assessment must be written down, and not recorded on a computer.
What do you all think??
Many thanks
Ian
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Posted By Paul Craythorne
Ian,
You have to record the significant findings of risk assessment. you can choose how you record this. However, you should ensure that all relevant parties are communicated with and are made aware of the significant findings of the risk assessments.
Maybe your trade union has an alternative motive for wanting them written down.
Regards,
Paul Craythorne
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Posted By Barrie M Dexter
It does not mtter what medium you use to record the assessments as long as the significant findings are recorded and notified to employees. One thing to bear in mind is have all employees got ready access to your intranet to view the asessments when required?
Barrie Dexter
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Posted By Robin V Boughton
I would advise that the assessments are available as read only documents with review/updating and editing rights only available to specific personnel.Ensure also that master copies are backed up on a regular basis if the paper copies are being dispensed with.
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Posted By Sean Fraser
Some people are technophobic and are very uncomfortable with dealing with computers in any shape or form. While this is perhaps seen as irrational, it is a genuine distrust of technology and shouldn't be dismissed out of hand. If they can be accomodated in a simple and cost effective way, it keeps everyone on board and reduces the potential for unwarranted dissent.
Perhaps the option of writing the RA could be retained, with the info then entered online by someone else - the original could either be kept or disposed of with the option of printing the online version whenever it is required (possibly due to convenience at actual work site).
Mind you, if this is simply pedantry, it can be gently pointed out that writing is simply a means of communication using symbols and letters to represent sounds and convey information, concepts, principles and unwanted junk mail. It just happens to be in a computer rather than on paper.
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Posted By Jay Joshi
The ACoP material in L 21, Management of Health and Safety at Work Regulations 1999, Regulation 3 on Risk Assessments, (Paragraph 24 ) states that, "This record may be in writing or recorded by other means (e.g. electronically) as long as it is retrievable and remains retrievable even when, for example, the technology of electronic recording changes. The record will often refer to other documents and records describing procedures and safeguards."
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Posted By David .J. Minnery
If all assessments are held on computer rather than paper the following questions would have to be answered:-
1. Do all your staff have access to a computer?
2. Are all your staff computer literate?
3. Have all your staff received computer training from you as an employer to enable them to access the relevant information which you have decided to record electronically?
4. Do you provide written/printed copies on request to those who wish them?
It is very easy to forget that not everyone is computer literate and not everyone is as up to date as yourself with technology, it may well make things easier for some people but not necessarily everyone, is it THAT difficult to provide a written/printed copy or is there something more sinister like management showing the Union Representatives who's boss? How do you prove that everyone has seen the relevant assessment or policies if you do not provide them with a copy? It is easier to provide a written/printed copy and get a signature receipt to say it has been provided, while anyone can input whatever they wish into a computer. Paper trails [if maintained properly] may be a little outdated by technology but are still very useful especially in the event of a claim against you, but remember if you do provide a written/printed copy you can scan and store the signature electronically. Make working life easier by reducing conflict over minor issues, work with your employees and their union reps, not against them !
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Posted By Ian Stone
Many thanks for your replies.
All staff have easy access to the intranet. Many of our teams also print off the assessments and post them in areas so people get a double view of the assessments. The assessments are availble to be entered onto the database via a password given to the risk assessor so that they cannot be altered by the staff not involved in that area (or have an axe to grind), as we found at first people were altering assessments.
As I said most people are very happy for this to happen and think its a good idea as they are logged onto the intranet as soon as they turn on their computers and the risk assessments are flagged up on the oipening screen. We have been working with staff to ensure its easy to use.
Once again thanks to you all
Ian
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Posted By Neil Pearson
Just a quick suggestion - I tend to provide risk assessments electronically too, but publishing them as Office documents can cause problems with tampering. I use Adobe Acrobat to produce password-protected versions that will always remain the way they were intended.
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Posted By Colin Prentice
I believe this way of recording Risk Assessemnts is excellent especially in a large user building.
I am going to suggest to our H&S dept that we do the same. We have over 1000 employees who use the building seven days a week. Not always is the H&S reps or dept on site. This would be an excellent way to look at risk assessment details especially for new staff or staff who become pregnant.
I believe the term written is relevant but held within the H&S dept. But produced on an Internal Intranet like our's is an excellent way of bringing Risk assessment to the office desk without another folder for the drawer.
With the lazy days we are now in, the mountain going to the mohammad is better than mohammad going to the mountain.
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Posted By Gilly Margrave
Just a thought but if they want a written down version they could just print them off the intranet.
It also occurs to me that having them on the intranet is an excellent way of raising awareness of their existence and content.
Gilly
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Posted By David .J. Minnery
Just a thought and with the greatest respect to everyone out there, by all means store it electronically, but you will still have to provide copies on request. I do not mean to be flippant, but there are not many internet or intranet connections on building and construction sites, remembering of course that a lot of employees never see an office never mind work in one. What about different languages in our multicultural society, braille or taped versions, if you think that you comply with the legislation just think about it for a few minutes, we all miss something at sometime in our lives.
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Posted By Peter Lee
Remember that the MHASAWR 1999 ACOP states that Risk Assessments must be retreivable for safety reps, employee reps and visiting inspectors.
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Posted By Ian Stone
Many thanks for all your replies, we have had further discussions with the Trade Unions and staff and they have now agreed to go ahead on a trail basis. All staff have access to a computer on a daily basis and are automatically logged onto the intranet and risk assessment database. At the top of the screen there is a big "Print Me" button so staff can print off any assessments they need. Also staff can contact their departmental office or me for printed copies.
If anyone wants to know how we get on with this trail please contact me
Once again thank you for all your responses
Ian
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