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Posted By Jonathan Vitta
Afternoon all
Due to the high numbers of permits to work we fill out, our shelves are brimming with all our old permits to work. Is there a recommended time limit we keep this paperwork or is it on a case by case basis?
Thanks in advance
Jonathan
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Posted By Charley Farley-Trelawney
I tend to keep them for 1 year, as I produce them electronically I simply save to disc every now and again. The only thing to consider on the basis I have described is it’s a bit difficult to keep signatures electronically.
I issue between 6 and 10 PTW a week and it takes a while to get bulging files, are you issuing them for everything or within specified guidelines?
Charles
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Posted By Jonathan Vitta
At the moment we issue a PTW for everything, but we have a plan in place to assess every contractor that comes on site. Over the coming months this should cut down the amount of PTW's that are issued especially for low risk routine tasks.
Regards
Jonathan
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Posted By Paul Phillips
I used to keep mine for three years in case anyone had an accident, this also came in usefull in the food industry when we had customer complaints, e.g metal or bits of plastic in food, we could trace back to see if anyone had been carrying out work on a particular piece of kit at the time of manufacture.
If they are kept electronically they can be saved to disc and archived.
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Posted By steven bentham
As you might get claims 3 years later on you may wish to archive them for that time. You may wish to down grade low risk works so they are not on Permits [use tool box talks], save Permits for higher risk working environments!
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Posted By Greg Duncan
You mention reducing the number of permits issued "especially for low risk routine tasks". Although the issue of permits should not become a routine paper excercise these activities may still require permits, permit systems are an essential tool in controlling not only the risks but also the activities of contractors, particularly when there are a number of different contractors on site. I know this is not a direct answer to the question but just thought I'd stick my 2p worth in being currently involved in an HSE investigation where issue of permits is possibly be a contributory factor.
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Posted By Jonathan Vitta
The new system we are putting in place will still assess contractor activities, their training, the tasks they are undertaking etc, however this will eliminate the need to issue a PTW everytime a contractor comes on site an example being to calibrate our balances on a monthly basis, by the same perosn who is familiar with the site and our H&S systems. Basically we want to shift the emphasis of a PTW system back to higher risk, infrequent activities.
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Posted By Charley Farley-Trelawney
Jonathan
I had a feeling you may have been issuing PTW's for all works, you are on the right road, carry out a full assessment of contractors and any employed maintenance personnel you have.
When you are satisfied then categorise the PTW applicable work and try to stick to it, you will never be condemned for the odd PTW when it was not necessary, but you sure as heck will if you did not issue one when you should have!
Do access the hse.gov site for thorough guidance, it would take several pages here to cover all the aspects and any associated regulations and acts.
Good Luck
Charles
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