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COMPLETED PERMITS TO WORK - DO THEY NEED TO BE KEPT?
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OVERWORKED&UNDERPAID  
#1 Posted : 12 October 2012 15:34:58(UTC)
Rank: Guest
Guest
Hi all,

Please can you offer me some advice regarding completed Permits to work.

If a PTW job is completed and no-one involved was hurt in any way and the PTW are closed with all issuers and acceptors signing off does the paper PTW and all copies need to be kept.

If not, why not and if YES, why and for how long.

Also, while on this subject, what are your views about contractor RA and method statements one thier work is completed safely and everyone has left the site?

Look forward to reading your advice and guidance.

Regards,

Overworked and underpaid.
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PIKEMAN  
#2 Posted : 12 October 2012 15:48:06(UTC)
Rank: Super forum user
PIKEMAN
The answer is "it depends".

Do you have a document retention policy? If not..then you know what to do - write one. In large companies I worked in our policy was to keep such docs for 3 years - in case of a civil claim. Just because no "incident" has been recorded, does not mean that something nasty won't surface later. If you have not kept docs such as PTW and RA then "kerching" to use a solicitor's favourite expression....................
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David Bannister  
#3 Posted : 12 October 2012 15:51:41(UTC)
Rank: Super forum user
David Bannister
Hi O&U, keeping paperwork such as that you mention does absolutely nothing to ensure safety or health it only serves to satisfy auditors, inspectors and insurers and their ilk.

Sadly, as safety professionals we sometimes (often/too often/always) have to provide evidence that we are complying with various laws, standards and procedures, both imposed and self-imposed.

Whom do you have to satisfy? What do they expect? If it's just evidence that you actually have a working system then perhaps a couple of months may be sufficient.
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teh_boy  
#4 Posted : 12 October 2012 15:59:30(UTC)
Rank: Super forum user
teh_boy
Pikeman wrote:
The answer is "it depends".
..................


A perfect Friday answer applicable to 99% of questions :)

On that note....
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Zyggy  
#5 Posted : 12 October 2012 16:19:23(UTC)
Rank: Super forum user
Zyggy
HSG 250 suggests that they are kept on site for 30 days & then archived for a "specified" time for auditing purposes. If you go to a fully electronic version, then this will be a lot easier!

Zyggy
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aland76  
#6 Posted : 12 October 2012 16:22:19(UTC)
Rank: Forum user
aland76
'HSG250 Guidance on permit-to-work systems' has some detail on this:

"Paragraph 58 - Permits-to-work, certificates and risk assessments should be retained at site by the issuing authority for at least 30 days after completion, and then archived for a specified period to enable an effective monitoring and audit process"

As per previous answers, how long the 'specified period' is depends on the type of work involved, I'd be personally looking at years rather than months storage though, but that's just me :)
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aland76  
#7 Posted : 12 October 2012 16:23:28(UTC)
Rank: Forum user
aland76
zyggy wrote:
HSG 250 suggests that they are kept on site for 30 days & then archived for a "specified" time for auditing purposes. If you go to a fully electronic version, then this will be a lot easier!

Zyggy


oops, beaten to it :P
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Zyggy  
#8 Posted : 12 October 2012 16:42:41(UTC)
Rank: Super forum user
Zyggy
Great minds Alan...well at least yours :-) !

Zyggy
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DaisyMaisy  
#9 Posted : 12 October 2012 17:50:01(UTC)
Rank: Forum user
DaisyMaisy
AlanD76 wrote:
zyggy wrote:
HSG 250 suggests that they are kept on site for 30 days & then archived for a "specified" time for auditing purposes. If you go to a fully electronic version, then this will be a lot easier!

Zyggy


oops, beaten to it :P


and again ! agree with zyggy
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