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Do you and your staff understand your key documentation?

Published 29th November, 2024 by James Marston

James Marston

James Marston

Trainer and Inspector
BICSc
The British Institute of Cleaning Science

Do you and your staff understand your key documentation?

James Marston, Trainer and Inspector, British Institute of Cleaning Science, reports.

Cleaning operatives carry out many varied tasks in cleaning the built environment. Our success relies on the equipment we use, chemical solutions we create, safe working practices, and techniques to produce the best results. The organisations we work in should give you access and training to key documents which allow you to work safely. These include:

  • Control of Substances Hazardous to Health (COSHH)
  • Safety Data Sheets (SDS)
  • Risk Assessments (RA)
  • Operating Procedures sometimes known as Method Statements

The first two documents on the list relate to the chemicals we use.

The Safety Data Sheet (SDS) is a document with 16 sections that regulates classified chemicals (chemicals that can harm humans). This tells cleaning operatives, amongst other factors, what the chemical does, what ingredients are included, how dangerous they are, how to use the chemical safely, and importantly how to dispose of it without damaging the environment.

SDS documents are full of regulations and chemistry which most of us have limited knowledge of. To ensure we get the information we need, organisations create a Control of Substances Hazardous to Health document (COSHH). This has all the information and instructions cleaning operatives need to know along with the risks identified in a simple format we can read and understand. This includes how powerful the chemical is, personal protective equipment we need to wear such as gloves or safety glasses and how to apply it to the surface we are cleaning.

The risk assessment is our third document. They address the hazards cleaning operatives may come across during their work. Risk sssessments identify the hazard, score its level of severity and how likely it is to happen. Actions or control measures must be put in place to reduce the risk of injury and the score recalculated to a level where it is safe to operate.

If we think about the hazard of “injury to others”: by using warning signs and verbal warnings, if necessary, the likelihood of injury is reduced from a score of 6 (high), to a score of 3 (much lower risk). Each hazard is identified and added to the risk assessment in this format.

Our final document is the Operating Procedure (SOP) sometimes known as Method Statements.

The control measures in our risk assessment help us work safely and are placed here with clear instructions on how to carry out cleaning tasks. They often include a list of equipment needed. Staff following these procedures or methods will be safer in their daily routines. These documents can be used to train staff and provide a point of reference to refresh the best safe practice at work.

James’ Top Tips

If the SDS holds a date pre-2015 - it is out of date! 

  • If the COSHH Assessment or risk assessment hasn’t been reviewed in the last year, check you have the latest version. 
  • Operating Procedures or Method Statements with pictures are great for overcoming language barriers.
  • COSHH Assessments that are colourful and use a red/amber/green (RAG) system are accessible, quicker and easier to understand the hazards.
  • Have manuals for all your machines. Knowledge of manuals will allow safer operation and will get the best results from your equipment.

Each document has a very important role to play in our workplace. It is so important to understand and know your own documentation.

This best practice can really save lives: make everyone an expert with the equipment they use and the cleaning tasks they complete and who knows what lives you’ve saved from injury?

www.bics.org.uk

About the contributor

James Marston

James Marston

Trainer and Inspector

BICSc

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