LO2: MANAGING PHARMACEUTICAL OHS INFORMATION

AND RECORDS
 Legal requirements and work place procedures:
o According to ILO (International Labor Organization), Labor act 1992
"Every person has the right to work under safe and healthy conditions.“
o The labor act also places a duty on the employer ( private/ government)
to ensure that every worker employed should work under satisfactory,
safe and healthy condition.
Financial and social implications of an unsafe workplace

Financial impact on the employee:

o Loss of salary
o Loss of overtime payment
o Medical travel or other expenses
o Lost savings
o Social impact on the employee
o Feelings of frustration , depression and social isolation.
o Damaging impact on personal & family life.
o Frustration & anxiety about the future.
 Legal requirements and work place procedures
Thus the employer shall:
Provide and maintain at the work place , plant & system of work that are
safe & with out risk to health.
Ensure the safety & absence of risk to health in connection with use,
handling, storage & transport of articles & substances.
Provide the necessary Information, Instructions, Training and supervision.
Take steps to prevent contamination of the work places
protect the workers from toxic gases, noxious substances, vapors, dusts &
other substances likely to cause risk to safety or health.
Supply and maintain at no cost to the worker adequate safety appliances
suitable fire- fighting equipment, personal protective equipment and
instruct the worker in the use of the appliances and equipment
Provide separate , sufficient and suitable toilet and washing facilities.
Provide adequate supply of clean drinking water at the work place.
Prevent accidents and injury to health by minimizing the cause of hazards
inherent in the working environment.
 Types of OHS Records and Reports

1. Hazard, incident and investigation reports

• A critical link in the health and safety program is the ability of supervisors to investigate
hazard and incidents.
• The ultimate objective is to review all unsafe conditions to determine whether there are
any control measures in place and whether they are performing as they should.
• Documentation/records of hazards and accident investigations should be done on forms
appropriately designed for that purpose.
• It is also obligatory that the accidents should be reported to the appropriate authorities
with in 24 hrs.
 Types of OHS Records and Reports…
2. Work Place Inspection Reports:
o Inspection-refers to critical examination
o At least two (2) workplace inspection per year must be completed (one every 6-months).
o Prior to the workplace inspection, managers/supervises must determine the number of people to be
involved in the inspection and notify these people.
o A workplace inspection checklist is to be developed for each workplace.
o The workplace inspection checklist for the workplace is to be used during the workplace inspection and
should guide hazard identification and facilitate a systematic review of the physical workplace and work
practices.
o A workplace inspection report consists of a completed 'Workplace Inspection Checklist' and Workplace
Inspection Action Sheet'.
o All unsatisfactory items identified during the workplace inspection must be indicated on the Workplace
Inspection Checklist.
o the hazards identified must be indicated on a Workplace Inspection Action Sheet and corrective action
necessary to eliminate or control the risk associated with that hazard.
o A risk assessment of all hazards must be recorded on the 'Workplace Inspection Action Sheet' to assist
with and inform the prioritizing of actions required.
o The Workplace inspection reports will be under the control of the person in charge of each workplace.
 Types of OHS Records and Reports…
3. Incident Investigation Report
o Investigation: is an examination or inquiry into something, especially a detailed one that
is undertaken officially, or the act of undertaking an examination
o In incident investigation, the responsible supervisor/ manager shall:
 Ensure an investigation commences(begin) as soon as possible after an incident occurs
 Establish that the incident site is safe prior to investigating to prevent further injury.
 Gather factual information to describe the circumstances
o Things to consider in an investigation include:
 Who was involved in the incident?
 Where and when did it occur?
 What task was being performed? How did the incident occur?
 What were the events leading up to the incident?
 Analyze the factual information gathered
 Make conclusion about why the incident occurred based on the findings
 Recommend appropriate corrective actions
 Report investigations of the incident to appropriate authority
 Types of OHS Records and Reports…
4. First Aid Records
oFirst aiders must record all treatment on the First Aid Injury Report form.
oReporting Procedure for First Aid Injuries:
Injury/illness occurred and treated by First Aider.
First aid injury report is completed by First Aider.
Completed first aid injury report is sent to the responsible authority
 Types of OHS Records and Reports…
5. Minutes of Meeting
o Minutes of meeting:-refers to an official record of what is said or done during a meeting
o The Purpose of Meeting Minutes:
serve as an official record of the organization/office.
Record to highlight procedures, traditional activities, etc.
Tool for informing members not in attendance at a meeting
Tool to assist in follow-up of assignments and decisions, and the organizing of the next
agenda
Can assist when selecting members for award nominations, special programs, etc.
o What to Include in Meeting Minutes:
o Name of the organization or committee
o Type of meeting (regular, special, etc.)
o Date, time, and place of meeting
o Name of presiding officer and minute-taker
o Notation of reading of previous minutes
o All major meeting agendas and points of order or appeals
o Names of committee chairpersons, their reports and statement of committee assignment with due date.
o Adjournment(appointment for debate) time, along with date, time, and place of next meeting
 Types of OHS Records and Reports…
6. Job safety Analyses (JSAs) and risk assessment
oJob safety analysis:- Is the process of breaking down a job into its constituent steps,
listing the hazards associated with those steps and developing procedures to reduce
those hazards.
oJob safety analysis (JSA), sometimes called job hazard analysis (JHA), has long been a
safety program building block.
oThe form for this analysis may contain three columns:
o 1st column -sequence of basic job steps
o 2nd column- potential hazards
o 3rdcolumn- recommended action or procedure Sequence of basic job Potential hazards
Recommended action
o1st column:- Sequence of basic job steps. Examining a specific job by breaking it
down into a series of steps or tasks, will enable you to discover potential hazards
employees may encounter. Each job or operation will consist of a set of steps or
tasks. For example: the job might be to remove a box from a conveyor in the
receiving area to a shelf in the storage area. To determine where a step begins or
ends, Look for a change of activity and change in direction or movement
 Types of OHS Records and Reports…
o 2nd column:- Potential hazards. A hazard is a potential danger.
o The purpose of the Job safety analysis is to identify all hazards both those produced by the environment or
conditions and those connected with the job procedure.
o To identify hazards, ask yourself these questions about each step:
o Is there a danger of the employee striking against?
o Is there potential for slipping, tripping or falling?
o Could the employee suffer strains from pushing, pulling, lifting, bending, or twisting?
o Close observation and knowledge of job is important . Examine each step carefully to find and identify
hazards; the actions, conditions & possibilities that could lead to an accident.
o Compiling an accurate & complete list of potential hazards will allow to develop the recommended safe job
procedures needed to prevent accidents.
o 3rd Column- Recommended Action or Procedure Using the first two columns as a guide , decide that actions
or procedures are necessary to eliminate or minimize the hazards that could lead to an accident, injury or
occupational illness.
o Begin by trying to : 1. engineer the hazard out , 2. administrative control & 3. personal protective equipment.
 Types of OHS Records and Reports… Risk Assessment
o Risk: - is an activity that has the potential to cause harm, injury or damage to equipment, environment or
personal.
o A risk can be either low risk level or high risk level .
o Low risk level task:- is an activity of negligible risk that is planned to be performed in a work area such that:
o it has a procedure that has been updated and reviewed which includes the risks, hazard and controls.
o is within hand rails
o does not have the potential to make contact with moving parts or hazardous substances
o does not require isolation. eg -opening / closing a valve ,lubrication
o High /medium risk level task:- is the task/activity that has the potential to cause harm, injury and damage.
o Irrespective of frequency there are tasks involving specific hazards deemed to represent high risk.
o These tasks include :
o Work requiring isolation
o Work at height
o Hot work
o Installing and/or removing scaffoldings
o Application of a Crane
o Ground /or wall penetration
 Types of OHS Records and Reports
7. Material Safety Data Sheet(MSDS) and Registers
• A material safety data sheet is a technical document which provides detailed and comprehensive information
on a controlled product related to health effects of exposure to the product.
• hazard evaluation related to the product‟s handling, storage or use, measure to protect workers at risk of
exposure and emergency procedures
• Data sheet is one of the information delivery system and is intended to supplement the alert information
provided on labels
• Responsibilities Related to the MSDS Suppliers include:
 developing or obtaining a MSDS for each controlled product imported or sold for use in a workplace Employer.
 Ensures that an up-to-date supplier MSDS is obtained from the supplier the first time a controlled product
is received in the workplace.
 Enables workers to Follows the safe work or preventative measures as instructed by the employer
• A supplier material safety data sheet must provide at least nine categories or sections of content:
1. Hazardous Ingredients which will include: The chemical names and concentrations concerning the
hazardous ingredients.
2. Preparation of Information that includes: the name, address and telephone number of who prepared the
MSDS, The date the MSDS was prepared and If more than three years old, it must be updated
Types of OHS Records and Reports…A supplier material safety data sheet…
3. Product Information: Identifies the product by the name on the supplier label. It Provides the chemical name,
family and formula (including molecular weight) and Lists the product identifiers, manufacturer and supplier
names, addresses and emergency telephone numbers.
4. Physical Data : includes information indicating how it looks and how it will behave when it is used, stored, spilled
and how it will react with other products indicated through the state it is in e.g. liquid, The odour and appearance
of the product, The evaporation rate, boiling point and the freezing point and The pH reflecting the corrosive or
irritant nature of the product
5. Fire and Explosion Hazard describes the temperature and conditions that can cause the chemical to catch fire or
explode, Means of extinction including the type of fire extinguisher needing Personal Protective Equipment
required for fire fighting.
6. Reactivity Data: This section describes the chemical stability of the product and its reactions to light, heat,
moisture, shock and incompatible materials; Storage requirements based on the reactivity or instability of the
product; Incompatible products that must not be mixed or stored near each other; The need for disposal before
they become extremely reactive
7. Toxicology Properties: This section describes the harmful effects of exposure, How the product is likely to enter
the body and what effects it has on the organs in the body, The short-term (acute) and long-term (chronic) health
effects from exposure to the product.
8. Preventative Measures: This section provides: Instruction for the safe use, handling and storage of the product,
The personal protective equipment or safety devices required, The steps for cleaning up spills and Information on
the waste disposal requirements
9. [Link] Aid Measures: This section describes specific first aid measures related to acute effects of exposure to the
product, first aid steps in the correct sequence and Information to assist in planning for emergencies
Types of OHS Records and Reports

8. Plant and Equipment Operation Records, Maintenance And Testing Reports

o Plant:- refers to factory, power station, or other large industrial complex where something is manufactured
or produced.
o Plant operation is a complex task including all the tasks undertaken by the working organization,
Production planning Information & control system, Plant & equipment operation record involves recording
of a large number of operational decisions made on different time scales, from long term production plans
to short term decisions being made by the control system.
o Plant must be maintained, repaired and cleaned according to the manufacturer’s specifications or in
accordance with a competent person’s recommendations.
o Cleaning, repairs and maintenance processes must be risk assessed and documented. Wherever possible,
plant must be brought to a safe state before maintenance, service, adjustment, repair or cleaning begins.
o When damaged or unsafe plant is being taken out of service it must be brought to a safe state and isolated
to manage any risk associated with an unexpected release of energy or isolated to manage any other risk.
o An Out-of-Service tag must be attached securely to the controls of the plant once the plant has been
brought to a safe state. An Out-of-Service tag must only be removed by a competent person who has •
Carried out repairs or maintenance to the plant • Inspected or tested the plant and found that the plant is
in a condition fit for use
Types of OHS Records and Reports…Plant and Equipment Operation Records, Maintenance And Testing
Reports
o Training records: The need to give appropriate training in occupational health and safety to workers and their
representatives in the work area cannot be overemphasized. Training at all levels should be seen as a means of improving
working conditions and the work environment.
o The employers should provide necessary instructions and training, taking account of the functions and capacities of different
categories of workers.
o Furthermore, workers and their representatives should have reasonable time, during paid working hours, to exercise their
health and safety functions and to receive training related to them.
o Employers'and workers'organizations should take positive action to carry out training and information programs with respect
to existing and potential occupational hazards in the work environment.
o These programs should focus on: Prevention, Control and Protection.
o Records serve the purpose of controlling and directing the organization.
o Training record includes the mandatory and desirable training required for each position, and a plan for undertaking such
training as well as a record of training undertaken by each employee
o Characteristics of training records:
 Authorized training record:- created by an authorized person. eg a qualified trainer Comprehensive training record:-
created for every training event.
 Complete training record:- includes all information about the training event. eg - which employee was trained ,by whom
( the trainer), at what time and date.
o Maintained record must be:
 Inviolate: any alteration or modification of the record should be traceable , and further repudiation(disown/deny) is
not possible.
 Auditable: that every use of the record leaves an audit trail
 Appropriately retained: training records must be subject to a retention schedule & then disposed according to
procedure.
Types of OHS Records and Reports

9. Environmental Monitoring Records:

o Environmental monitoring describes the processes and activities that need to take place to characterize and
monitor the quality of the environment.
o Environmental monitoring is used in the preparation of environmental impact assessments.
o All monitoring strategies and programs have reasons and justifications which are often designed to establish the
current status of an environment .
o In all cases the results of monitoring will be reviewed, analyzed statistically and recorded/ published.
o Environmental monitoring components can include:
1. Air quality monitoring: it is performed using specialized equipment and analytical methods used to establish
air pollutant concentrations. It can be operated by regulatory agencies, researchers to investigate air quality &
the effects of air pollution.
2. Water quality monitoring: the parameters for water quality monitoring could be:
 Chemical- in the last 20yrs acid rain, halogenated hydrocarbons, green house gases & many others have required
changes to monitoring strategies.
 Microbiological- bacteria & viruses are the most commonly monitored groups. The rationale behind this monitoring
strategy is to identify that most human pathogens originate from other human via the sewage stream. eg. presence of
[Link] in a water indicates that it is polluted with the sewage
3. Soil monitoring involves the process of collection of soil and testing in laboratory by analytical method. it can
be tested for its various properties like chemical, biological and physical .
Types of OHS Records and Reports

10. Health Surveillance Records

o Working environment health surveillance involves identification and assessment of environmental factors that
may affect workers‟ health, such as the state of occupational hygiene and sanitation.
o organization of work: personal protective equipment and control systems, workers‟exposure to hazardous
substances
o Such surveillance may focus on accident and disease prevention ergonomics, occupational hygiene; organization
of work and psycho- social factors, among others.
o Health surveillance is carried out to monitor for possible health effects that may arise following occupational
exposures and then to be recorded.
o Management must ensure that health assessments are carried out in respect of all personnel who engage in
specific tasks with the potential for occupational exposures, if:
 An identifiable disease or other adverse effect on the health of the employee may be related to the
exposure.
 There is a reasonable likelihood that the disease or adverse effect may occur under the particular
conditions of work.
 there are recognized techniques for detecting indications of the disease or adverse effect.
Safe Work Procedures (SWPs)

o Safe work procedures must be developed for all plant in consultation with workers who use,
or are likely to use the plant.
o Safe work procedures must include instructions:
The correct use of guarding and other control measures
How to access and operate the plant safely
Who may use an item of plant
How to carry out inspections, shutdown, cleaning, repair and maintenance Traffic rules,
rights of way, clearances and no-go areas for mobile plant Emergency procedures
Safe work procedures must be readily accessible to worker