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CHAPTER 2
Manage pharmaceutical
OHS information and
records
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Objectives
• Legal requirements and work place procedures

• Types of OHS records and reports

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Legal requirements and work place

procedures
Health and safety policy and legal regulations
• Unlike many countries, Ethiopia has one

comprehensive labor law(The Labor proclamation

No 377/06) that is in action to address all aspects
of ensuring labor relation to be governed with
basic fundamental rights and obligation focusing
on industrial peace in all work places.
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Health and safety policy and legal regulations

• One of the major chapters of this labor law is

dealing with Occupational safety, health and

working environment.

• The law is clearly stipulated that no worker may

interfere with: -Remove,

-Displace,

-Damage or destroy any safety devices

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Health and safety policy and legal regulations

• Ethiopia has its own occupational health and

safety policy.

• According to the labor proclamation no.377/2003

the ministry of labor and social affairs of Ethiopia

is the organ in charge with the responsibility to
inspect occupational health and safety.
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Types of OHS records and reports

1. Hazard, incident and investigation reports
• Incident is defined as any occurrence that leads

to, or might have led to, injury or illness to people,

danger to health and/or damage to property or
the environment.

• Incidents are serious hazards which, in

accordance with legislative obligations, are

required to be reported to the regulator.
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1. Hazard, incident and investigation reports

General Procedures: when an incident occurs, the
following actions must be taken:
• Attend to the injured and notify emergency
services if necessary
• Enlist assistance if required
• Make the site safe to prevent further injury,
accident or incident
• Secure the site of the incident to ensure that it is
not disturbed
• Notify the supervisor of the hazard or incident
immediately
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1. Hazard, incident and investigation reports

Reporting Hazards and Incidents
• The hazard and incident report form is to be
completed
• Person completing the hazard and incident
report must be the person involved in the
incident (staff, clients or visitors etc).
• Otherwise anyone may complete the report on
behalf of the person involved
• Comprehensive reports, photographs, diagrams
and video footage can be attached as required
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2. Workplace inspection reports

• The workplace inspection report is designed to

ensure that hazards observed during inspections

of the workplace are corrected in an orderly
fashion.

• The form should be used to report inspections

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2. Workplace inspection reports

The following points may be considered during
inspection activity
• A representative of the work area being
inspected should always accompany the
inspecting person or group, so as to observe
and/or explain certain situations.
• Hazards observed by the Inspector should be
recorded in the section marked “hazard
observed”.
• If a hazard requires immediate attention, flag it
with an asterisk
• For each hazard, assign a priority, such as
high/medium/low.
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2. Workplace inspection reports

The corrective action should indicate if:
• The correction has been completed (made),

• A decision is pending, or

• The corrective action has been ordered and will

soon be done
• All items flagged with an asterisk (*) must be
addressed with corrective action immediately.
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3. First aid records

• Employers must create and maintain an accurate
written record of all work-related acute injuries or
illnesses.
• Completed records should be sent to an individual
designated by the company to keep the first aid
records.
• Written first aid records must be kept even if the
cause of an injury or illness is not known at the
time of treatment.
• Workers have a duty to report any work-related
acute injury or illness while at work to their
employer.
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3. First aid records

Prompt reporting allows

• The injury or illness to be assessed and treated

as necessary

• The capture of more complete and accurate

information.
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4. Minutes of meetings
• The minutes of a meeting are a basic record of
important points that will be useful for the group to
remember
• Minutes could include the meeting date, names of
people participated in the meeting, decisions
reached and planed actions.
• Accurate, easy-to-read minutes can help by
providing a clear record of past decisions.
• This makes the decision making more transparent
and inclusive.
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5. Job Safety Analyses (JSAs) and

risk assessments
• JSA is a step-by-step breakdown of a Critical

Task to help identify hazards that could result in

injury, damage or production loss

• The hazards associated with each step of a job

are identified, and control measures are put in

place to minimize the risk of injury to personnel
or damage to plant, equipment, property or
the environment
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5. Job Safety Analyses (JSAs) and risk assessments

Risk Assessment:
A process of determining the level of risk resulting
from a particular hazard or hazards.
• Establish the context
• Hazards identified
• Analyze risks
• Evaluate risks
• Decision on the tolerability of risks
• Treat risks
• Monitor and review
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6. Material safety data sheets (MSDSs)

and registers
• Material Safety Data Sheets (MSDS) provides

information and instruction to workers to safely

manage the risk from exposure to hazardous
substances in the workplace.
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7. MSDSs and registers

MSDS is a document that contains important
information about a substance and must state:
• The name of the substance
• Its classification – Hazardous or Non
Hazardous
• Health hazard information including short and
long term health effects
• The chemical and physical properties of the
hazardous substance
• Precautions for safe use and handling
• The manufacturers or importer’s name, address
and telephone number
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8. Plant and equipment operation records

• Plant is any machinery, equipment, appliance,
implement or tool and any component or fitting or
accessory.
• Plant is machinery that processes material by
way of a mechanical action which is;
• Cuts, drills, punches or grinds
• Presses forms, hammers, joins, or moulds
material
• Combines, mixes, sort, packages, assembles,
weaves material.
• Plant also includes lifts, cranes, tractors, earth
moving equipment, pressure equipment etc.
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8.1 Safe work procedures (SWPs)

• Safe work procedures must be developed for all plant
in consultation with workers who use, or are likely to
use the plant.
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
• Emergency procedures
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8.2 Maintenance and testing reports

• Plant must be maintained, repaired and

cleaned according to the manufacturer’s

specifications or in accordance with a competent
person’s recommendations

• Cleaning, repairs and maintenance processes

must be risk assessed and documented

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8.2 Maintenance and testing reports

• 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.
• 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.
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8.2 Maintenance and testing reports

• 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