Uks zone 2011 the system

Zone Control System 2011 UK Security

Zone Control System 2011

UK SECURITY
The aim of the Zone Control System is to show a
standardise way in which relevant information can be
collated and maintained so that all sites surveyed use a
set format, as to standardise the audit process by
controlling your paperwork flow. Our system is based on the HSE’s HSG 65 model and
the current fire legislation. However a separate Fire Risk
By using our easy to use system, we believe you will Assessment must be carried out by person responsible for
improve your working environment and help you to comply the business in question.
with the relevant legislation.
It has been designed as a self help guide for small to
medium sized businesses – It is recommended that the
FILE SYSTEM user has attended an IOSH managing safely course or has
the equivalent competent level.

However we do offer professional help and support to the
end user should it be required

Zone Control System Copyright Clive Burgess 2007
Issue 3 - 2011

ZONE CONTROL SYSTEM FILE SYSTEM Planning - Implementing
- ORGANISING
UK Security
People, Events, Jobs, Tasks, Activities, Resources

1. Policy 9. Inform. Instruct and Train 10. Fire Risk Assessment
2. Organising  Zone Control System  Fire Safety Equipment Plan
3. Planning & Implementing  FIRE Safety – Fire Marshal =  Fire Risk Assessment form
4. Measuring Performance Fire Risk Assessing 11. General Risk Assessments
5. Reviewing Performance  Manual Handling – Risk  General Risk Assessment form
6. Auditing (local inspection) Assessing  Standard Risk Assessment form
7. ZONE CONTROL SYSTEM  RISK Management – Risk 12. Manual Handling Risk Assessments
 Page layout Assessing 13. COSHH Risk Assessments
 Nine zone colour coded system  Chemical Safety – COSHH –  List of Suppliers
 Premise Layout Risk Assessing  COSHH Risk Assessment form
 Zone 1 - Blue  Electrical Safety 14. Electrical – PAT Testing
 Zone 2 - Yellow  Equipment Safety – PUWER -  List of Electrical Equipment
 Zone 3 - Black LOLER  List of Electrical Appliances
 Zone 4 - Orange  Signs and Signage 15. Equipment – PUWER/LOLER
 Zone 5 - Purple Recognition  List of Equipment on site
 Zone 6 - Brown  Accident Prevention -  List of Plant on site
 Zone 7 - Red Housekeeping  PUWER Compliance sheet
 Zone 8 - Grey  First Aid/Accident book  LOLER Insurance check sheets
 Zone 9 - Green  RIDDOR Reporting 16. Contractors on Site
8. Supervise – Management Practice  Investigations and Root cause  Contractors on Site form
 List of Employees on site analysis 17. PPE issue form
 Visitor Log  Contractors on site 18. Purchasing
 Accident Prevention  Zone Control File System  List of Suppliers
 First Aid  Zone Control Auditing 19. External Safety Audit
 Traffic Management  PPE Issued – Cost Control  Audit sheets
 Welfare at Work  Induction Training  CAR sheets
 Housekeeping  Purchasing – Cost Control  Observable guidance sheets

Issue 3 – 2011

HSG 65

Policy
A legal requirement – Review 2 December each year

Organising
Policies implemented by people
Requires continuous motivation and involvement
Control, Co-operation, Communication, and Competence

Planning and Implementing
Planning
Making a Risk Assessment - since we do not know what risks there are in our area we are in no position to control them
Risk Assessing and Risk Control Systems (RCS)
Implementing
Actions dealing with specific types of hazards, removing it or controlling it

Measuring Performance
Reactive Monitoring
Or
Active Monitoring

Reviewing Performance
Learn by experience and use lessons learnt to improve health & safety performance. Reviews should be conducted regularly by
managers at all levels in the organisation and cover all areas of health & safety performance

Auditing
Auditing is the process of obtaining a systematic and independent view of the health and safety performance of an organisation.

IOSH Managing Safely 2006
Issue 3 - 2011

ORGANISING
People, Events, Jobs, ZONE CONTROL SYSTEM
Policy Tasks, Activities, Measuring The Management of Health & Safety at Work
Resources Performance

FIRE SAFETY RISK
ASSESSMENTS

COSHH
Planning Implementing

HOUSEKEEPING

EQUIPMENT
PUWER
LOLER MANUAL
ZONE CONTROL SYSTEM PPE HANDLING

ELECTRICAL SAFETY

Reviewing
FILE Performance ACCIDENT FIRST AID
SYSTEM PREVENTION
SIGNS and
AUDITING SIGNAGE
Traffic Manager RIDDOR

INVESTIGATING
INSPECTING

Contractors on Site

AUDITING
Zone Control System Copyright Clive FILE
Burgess 2007 SYSTEM
Issue 3 2011

1. Policy
 Rules
 Regulations
 Policies
 Procedures

Policy

Issue 3 - 2011

Organising
2 - Organising
Inner cover: Emergency Response Contact numbers 24. Fire Safety
Content Page: i 25. Housekeeping
Introduction: ii 26. Manual Handling
1. How to usemy.info 27. Risk Management
2. General Health & Safety Policy 28. Chemical Safety
3. Organisation 29. Electrical Safety
4. Planning 30. Signs & Signage
5. Implementing 31. Accident Prevention
6. Measuring Performance 32. PPE
7. Reviewing Performance 33. First Aid
8. Auditing 34. RIDDOR
9. Inform, Instruct, Train 35. Accident Book
10.Supervise 36. Investigations
11.Organisation 37. Contractors on Site
12.Zone Control System 38. File System
WORKBOOK 13.Overview 39. Emergency Response
for 14.Premises 40. Internal Audits
SAFETY 15.Zone 1 41. Risk Assessments
16.Zone 2 42. COSHH Risk Assessment
17.Zone 3 43. Man. Handling R.A.
18.Zone 4 44. Audit Check Sheet
19.Zone 5 45. Audit Guidance
20.Zone 6 46. Activities Planner
21.Zone 7 47+ References
22.Zone 8
23.Zone 9

Issue 3 - 2011

3. Planning & Implementing

Planning & Implementing

Zone Control System Copyright Clive Burgess 2007 Issue 3 - 2011

4 - Measuring Performance

Measuring Performance

Issue 3 - 2011

5. Reviewing Performance

Reviewing Performance
What is a CAR? – Corrective Action Required

What you need to do after a site visit

The ‘Date for Completion’ timescale will be agreed between the site and
the auditor and will be reviewed after the agreed date.

At this point a Non-Compliance or Defect Report will be issued by the
auditor and signed as accepted by a nominated person in the site we are
surveying, whose duty it will then be to rectify the problem.

The Non-Compliance or Defect reports will then be signed off and
cancelled by the auditor, having satisfied himself that the correct course
of action has been taken and the matter resolved.

Issue 3 - 2011

What Frequency
Fire Safety Equipment check/in date (Annual) Weekly
Emergency Lighting Test Monthly
6. Auditing (local inspection)
Fire Drills (Carried out and Recorded) Six Month
Housekeeping check – no build up of waste etc Daily
First Aid Kit – Minimum content Monthly
Certificated ‘First Aider’ (Name/s displayed) As and When
Health and Safety Poster/Leaflets (Displayed/Issued) As and When
Risk Assessments in date As and When
Fire Risk Assessment in date Annual
Accident Book (locked) As and When
Security System check (Alarm/CCTV) Daily

Auditing Induction – Staff Training carried out
COSHH Risk Assessments with Data sheets
COSHH Cupboard (locked)
As and When
As and When
As and When
Electrical Equipment (listed) As and When
Electrical Equipment PAT Tested if required As and When
Work Equipment (listed) inc PUWER/LOLER As and When
Sign and Signposts in correct location and relevant Monthly
Manual Handling (observed) R/A Training completed As and When
Safe System of Work (prepared and in use) As and When
Near misses/Dangerous occurrences Reported/Recorded As and When
Fire/Security Logbook – Signed & Dated Daily
Consultation with Employees (Committee?) 3 Monthly
Contractors on Site (Method Statement – CSC&EAN) As and When
Outside Safety Audit carried out – CARs completed Annual
Senior Management Audit – CARs completed As and When
Insurance Audit carried out – CARs completed
Issue 3 - 2011
Annual
RTITB Certificate required? As and When
RTITB Certification (Employees) As and When

7. ZONE CONTROL SYSTEM
 Page layout
 Nine zone colour coded system
 Premise Layout
 Zone 1 - Blue
 Zone 2 - Yellow
 Zone 3 - Black
 Zone 4 - Orange
 Zone 5 - Purple
 Zone 6 - Brown
 Zone 7 - Red
 Zone 8 - Grey
 Zone 9 - Green

ZONE CONTROL SYSTEM

Issue 3 - 2011

8 - Supervise – Management Practice
 List of Employees on site
 Visitor Log
 Accident Prevention – First Aider on site - Displayed
 First Aid – list of contents of First Aid boxes – location displayed
 Traffic Management – Plan of System – Signs and Signage
 Welfare at Work - Facilities
 Housekeeping – Action Plan

Supervise
Management Practice

Issue 3 - 2011

9. Inform. Instruct and Train
 Zone Control System
 FIRE Safety – Fire Marshal = Fire Risk Assessing
 Manual Handling – Risk Assessing
 RISK Management – Risk Assessing
 Chemical Safety – COSHH – Risk Assessing
 Electrical Safety
 Equipment Safety – PUWER – LOLER – Hand Tools
 Signs and Signage Recognition
 Accident Prevention – Housekeeping – Welfare at Work
 First Aid/Accident book – First Aider
 RIDDOR Reporting
 Investigations and Root cause analysis
 Contractors on site
 Zone Control File System
 Zone Control Auditing
 PPE Issued – Cost Control
 Induction Training
 Purchasing – Cost Control

Inform. Instruct and Train
Issue 3 - 2011

10. Fire Risk Assessment
 Fire Safety Equipment Plan
 Fire Risk Assessment form

Fire Risk Assessment

Issue 3 - 2011

11. General Risk Assessments
 General Risk Assessment form
 Standard Risk Assessment form

General Risk Assessments

Issue 3 - 2011

12. Manual Handling Risk Assessments
 List of tasks

Manual Handling Risk Assessments

Issue 3 - 2011

13. COSHH Risk Assessments
 COSHH Assessment sheets
 List of Suppliers

COSHH Risk Assessments

Issue 3 - 2011

14 - Electrical – PAT Testing
o List of Electrical Equipment
o List of Electrical Appliances

Electrical

Issue 3 - 2011

15 - Equipment – PUWER/LOLER
 List of Equipment on site
 List of Plant on site
 PUWER Compliance sheet
 LOLER Insurance check sheets

Equipment – PUWER/LOLER

Issue 3 - 2011

16 - Contractors on Site
 Contractors on Site form


Contractors on Site

Issue 3 - 2011

17 - PPE issue form

PPE

Issue 3 - 2011

18 – Purchasing
 List of Suppliers

Purchasing

Issue 3 - 2011

19 - External Safety Audit
 Audit sheets
 CAR sheets
 Observable guidance sheets

External Safety Audit

Issue 3 - 2011

CORRECTIVE ACTION REQUEST
Zone Control System Copyright Clive Burgess 2007 issue 3 - 2011
Site Location: CAR No:

Area/Zone/Process Audited:

Type of Audit:

Auditee: Auditor:

Non-Conformance:

Corrective Action:

Planned Completion Date:

Signature: Date:

Preventative Action:

Planned Completion Date:

Signature: Date:

Follow Up and Close Out: Follow Up Details:

Proposed Follow up Date:
CAR Close Out Date: Signature:


C.O.S.H.H.
Issue 3 - 2011

THE CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH

SAFETY DATA SHEETS ARE INDEXED ALPHABETICALLY BY PRODUCT NAME FOLLOWED BY ITS USE THEN COMPANY NAME

RISK ASSESSMENTS ARE ATTACHED TO SAFETY DATA SHEETS

ENSURE THAT THE CORRECT PPE IS WORN, AS IDENTIFIED BY, DATA SHEETS AND RISK ASSESSMENTS, WHEN USING ANY
HAZARDOUS CHEMICALS

ENSURE YOU ACT RESPONSIBLY WHILST USING CHEMICALS

1. Replace lids and caps when not in use or unattended
2. Return to proper storage location after use
3. Ensure correct segregation, as identified on risk assessment and data sheets

ENSURE CORRECT DISPOSAL OF CHEMICALS TO PREVENT HARM TO OTHERS AND THE ENVIRONMENT

REMEMBER: IT IS YOUR RESPONSIBILITY FOR THE HEALTH AND SAFETY OF OTHERS AS WELL AS YOURSELF

IF IN DOUBT ASK FOR ASSISTANCE

Internal Audit System – Master Copies
Issue 3 - 2011

What Date Checked What Date Checked
Fire Safety Equipment check/in date (Annual) Fire Safety Equipment check/in date (Annual)
Emergency Lighting Test Emergency Lighting Test
Fire Drills (Carried out and Recorded) Fire Drills (Carried out and Recorded)
Housekeeping check – no build up of waste etc Housekeeping check – no build up of waste etc
First Aid Kit – Minimum content First Aid Kit – Minimum content
Certificated ‘First Aider’ (Name/s displayed) Certificated ‘First Aider’ (Name/s displayed)
Health and Safety Poster/Leaflets (Displayed/Issued) Health and Safety Poster/Leaflets (Displayed/Issued)
Risk Assessments in date Risk Assessments in date
Fire Risk Assessment in date Fire Risk Assessment in date
Accident Book (locked) Accident Book (locked)
Security System check (Alarm/CCTV) Security System check (Alarm/CCTV)
Induction – Staff Training carried out Induction – Staff Training carried out
COSHH Risk Assessments with Data sheets COSHH Risk Assessments with Data sheets
COSHH Cupboard (locked) COSHH Cupboard (locked)
Electrical Equipment (listed) Electrical Equipment (listed)
Electrical Equipment PAT Tested if required Electrical Equipment PAT Tested if required
Work Equipment (listed) inc PUWER/LOLER Work Equipment (listed) inc PUWER/LOLER
Sign and Signposts in correct location and relevant Sign and Signposts in correct location and relevant
Manual Handling (observed) R/A Training completed Manual Handling (observed) R/A Training completed
Safe System of Work (prepared and in use) Safe System of Work (prepared and in use)
Near misses/Dangerous occurrences Reported/Recorded Near misses/Dangerous occurrences Reported/Recorded
Fire/Security Logbook – Signed & Dated Fire/Security Logbook – Signed & Dated
Consultation with Employees (Committee?) Consultation with Employees (Committee?)
Contractors on Site (Method Statement – CSC&EAN) Contractors on Site (Method Statement – CSC&EAN)
Outside Safety Audit carried out – CARs completed Outside Safety Audit carried out – CARs completed
Senior Management Audit – CARs completed Senior Management Audit – CARs completed
Insurance Audit carried out – CARs completed Insurance Audit carried out – CARs completed
RTITB Certificate required? RTITB Certificate required?
RTITB Certification (Employees) RTITB Certification (Employees)

List of Employees on site

NAME TASK/ACTIVITY NAME TASK/ACTIVITY

 Visitor Log

NAME COMPANY VISITING WHO? VEHICLE REGISTRATION

 Accident Prevention
 Near Miss/Dangerous Occurrence Reporting System
 Accident Reporting System
 RIDDOR
 Vehicle Start up Check Sheets
 Investigations
 Inspections

 First Aid
 First Aiders
 Training Certificates
 First Aid Box – Contents - Location

 Traffic Management System
 Policy
 Signs and Signage
 Plan of Site

 Welfare at Work
 Facilities

 Fire Safety
 Named Person Responsible for Fire safety
 Fire Safety Equipment Plan of Site
 Fire Safety Equipment check/in date (Annual)
 Fire/Security Logbook – Signed & Dated
 Fire Risk Assessment
 Fire Safety Training
 Fire Marshal Training
 Emergency Lighting Test
 Emergency Fire Drills
 Emergency Response Team
 Information on the new Fire Safety Order – HSE Guidance

COSHH RISK ASSESSMENT RECORD
COMPANY NAME: UK Security PRODUCT NAME

CLASSIFICATION OF SUBSTANCE (TICK APPROPRIATE BOX) ARE THERE PROCEDURES FOR?

FLAMMABLE TOXIC CORROSIVE IRRITANT HARMFUL A SYSTEM OF WORK WHICH PREVENTS OR REDUCES HAZARD

GAS SOLID LIQUID VAPOUR DUST AN EMERGENCY INCIDENT

INFORMATION, INSTRUCTION AND TRAINING
CAN THE SUBSTANCE BE?
ARE THERE FACILITIES FOR?
INHALED INGESTED ABSORBED/INJECTED
ENCLOSURE OF PROCESS
FREQUENCY OF EXPOSURE?
LOCAL EXHAUST VENTILATION
CONSTANT LONG TERM SHORT TERM OTHER
SUFFICIENT GENERAL VENTILATION
WHO WILL BE AFFECTED?
SUITABLE PERSONAL PROTECTIVE EQUIPMENT
STAFF COMMUNITY OTHER
SAFE DISPOSAL
WHAT ARE THE CHANCES OF EXPOSURE?
ADEQUATE STORAGE FOR CLOTHING AND PRODUCTS
DAILY OCCASIONALLY EMERGENCY
DEALING WITH EMERGENCY INCIDENTS
CONTROL TECHNIQUES/MEASURES
IS IT POSSIBLE TO? YES NO MONITOR CONTROLS
ELIMINATE THE
CONCLUDE USE OF THE SUBSTANCE VISUAL CHECKS AUDITS SIMULATIONS

SUBSTITUTE A LESS HAZARDOUS SUBSTANCE
CONCLUSIONS (TO BE USED WITH ACTION CHECK LIST)
USE THE SAME SUBSTANCE IN A LESS HAZARDOUS FORM INSIGNIFICANT RISK WITH NO FORESEEABLE INCREASE

REDUCE THE PERIOD OF EXPOSURE RISK CONTROLLED WITH POSSIBILITY OF FORESEEABLE INCREASE

COSHH RISK ASSESSMENT RECORD
ACTION CHECK SHEET
ACTION RESULTING FROM POSSIBLE CONCLUSIONS ABOUT THE RISK
ACTIONS TAKEN:
CONCLUSIONS ACTIONS
LIMIT THE EXTENT OF THE HAZARD HIGH RISK AND NOT ADEQUATELY CONTROLLED
1 INSIGNIFICANT RISK FINISH ASSESSMENT NOW. NO
WITH NO REASONABLE
REDUCE OR EXCLUDE PERSONS AT RISK PRECAUTIONS NECESSARY HAZARD KNOWN BUT UNCERTAIN ABOUT DEGREE OF RISK
FORESEEABLE FOR THE PURPOSES OF COSHH.
INCREASE NOW OR IN REVIEW ASSESSMENT IF
FRONT
THE FUTURE SITUATION CHANGES.

2 RISK CONTROLLED DETERMINE PRECAUTIONS TO
WITH POSSIBILITY OF MAINTAIN CONTROL AND
FORESEEABLE MINIMISE CHANCES OF HIGH
INCREASE IN THE EXPOSURE OCCURRING.
FUTURE DETERMINE ADDITIONAL
MEASURES FOR REGAINING
CONTROL IN CASE HIGH RISK
EVENT DOES OCCUR, DESPITE
PRECAUTIONS

3 HIGH RISK AND NOT IDENTIFY AND IMPLEMENT
ADEQUATELY INTERIM MEASURES FOR
CONTROLLED PREVENTING OR
CONTROLLING EXPOSURE.
(CONSIDER STOPPING THE
PROCESS) ASSESS LONGER
TERM CONTROL
REQUIREMENTS

4 NATURE OF HAZARD MEASURE AND COMPARE
KNOWN BUT UNCERTAIN EXPOSURE, WHERE POSSIBLE
ABOUT DEGREE OF RISK USE STANDARDS OF GOOD
AND EXTENT OF PRACTICE. OBTAIN
EXPOSURE SPECIALIST ADVICE.
MEANWHILE APPLY
PRINCIPLES OF GOOD
OCCUPATIONAL HYGIENE TO
MINIMISE EXPOSURE.

Not for sale – Information only – Used to show the use of the ZONE CONTROL SYSTEM

ASSESSOR: Date:

BACK SIGNATURE:

For Reference Only – Recommend
Customer Purchases Full Guide from the
HSE

Customer Purchases Full Guide from
the HSE

For Reference Only –
Recommend Customer Purchases
Full Guide from the HSE

What is the Regulatory Reform (Fire Safety) Order 2005?
The Government is committed to regulating only where necessary and in a way that is more suited to the needs of modern business.
That is why the order was made, under the Regulatory Reform Act 2001. It replaces most fire safety legislation with one simple order. It means that
any person who has some level of control in premises must take reasonable steps to reduce the risk from fire and make sure people can safely
escape if there is a fire.

The HSE offer a short guide to making your premises safe from fire and about the new order
.
What are the main rules under the order?
You must:
• carry out a fire-risk assessment identifying any possible dangers and risks;
• consider who may be especially at risk;
• get rid of or reduce the risk from fire as far as is reasonably possible and provide general fire precautions to deal with any possible risk left;
• take other measures to make sure there is protection if flammable or explosive materials are used or stored;
• create a plan to deal with any emergency and, in most cases, keep a record of your findings; and
• review your findings when necessary.
How do I meet the order?
Who is responsible for meeting the order? If you are the responsible person, you must make sure you carry out a fire-risk
Under the order, anyone who has control of premises assessment although you can pass this task to some other competent person.
or anyone who has a degree of control over certain However, you will still be responsible, in law, for meeting the order.
areas or systems may be a ‘responsible person’. For The responsible person, either on their own or with any other responsible person,
example, it could be: must as far as is reasonably practical make sure that everyone on the premises,
• The employer for those parts of premises staff may or nearby, can escape safely if there is a fire.
go to; This is different from previous legislation in that you must consider everyone who
• The managing agent or owner for shared parts of might be on your premises, whether they are employees, visitors or members of
premises or shared fire safety equipment such as fire- the public, for example, at an open-air entertainment venue. You should pay
warning systems or sprinklers; particular attention to people who may have a disability or anyone who may need
• The occupier, such as self-employed people or special help.
voluntary organisations if they have any control; or The order says that you must manage any fire-risk in your premises. Fire
• Any other person who has some control over a part of authorities no longer issue fire certificates and those previously in force will have
the premises. no legal status.
Although in many premises the responsible person will You must still carry out a fire-risk assessment but any fire certificates you have
be obvious, there may be times when a number of may be useful as a good starting point.
people have some responsibility. If your premises have been designed and built in line with modern building
regulations (and are being used in line with those regulations), your structural fire
precautions should be acceptable. You will still need to carry out a fire-risk
assessment and make sure that you keep up all fire precautions and maintenance
routines.

Customer Purchases Full Guide from the Where does the order apply?
HSE
The order applies to virtually all premises and covers
nearly every type of building, structure and open
space.
For example, it applies to:

 • Offices and shops;

 • Premises that provide care, including care
homes and hospitals;

 • Community halls, places of worship and other
community premises;

 • The shared areas of properties several
households live in (housing laws may also
apply);

 • Pubs, clubs and restaurants;

 • Schools and sports centres;

 • Tents and marquees;

 • Hotels and hostels; and

 • Factories and warehouses.

It does not apply to:

 • People’s private homes, including individual
flats in a block or house.

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