1. Introduction

The Greencore Group. strategy for achieving safe systems of work
includes two elements, the use of permits to work
and a system for the control of safety isolation.
This document deals with permits,
safety isolation being dealt with in Procedure 02.160 she.

A Permit to Work is a formal written document
which is part of a system for the control of potentially hazardous activities.

2. Essential features of the Permit Procedure

a) Identifies the work to be done clearly and in sufficient detail to ensure safety.

The Permit must not be used as the sole means of describing the work, (a method statement is more appropriate for this purpose) except for the simplest of tasks as this would "overload" the document. Work descriptions are highly desirable for most jobs they should not be discouraged, but the permit is not the best place for these.

b) Indicate all limitations, for example, plant and equipment to be used, the period of validity, the area, storage tank, pipeline, pump or storage silo, etc.

c) Ensure that all on site who need to be aware of an activity are properly informed.

d) Ensure that facilities are not put back into service until safe to be used.

e) Provide a record to prove that we have done all that we can to ensure a safe working environment.

3. When is a Permit needed?

A permit must be drawn up for any potentially hazardous activity requiring control procedures in order to achieve safety. Permits are not required for activities which are part of normal manufacturing routines, the safety of which is covered by other means such as written work instructions, and recorded in shift logs, or for very simple safe activities.

It is often advisable to use a permit procedure when, to achieve safety, there is a need to co-ordinate the activities of separate participants.

Careful judgement must be exercised to ensure that permits are issued only when necessary as indiscriminate use would overload the system and lower the effectiveness of the permit system.

Examples of need for a permit are:

a) Hot work such as welding or grinding other than hot workshops. Caution must be exercised in chilled, frozen or roof voids where polystyrene, or polyurethane hygiene panels are used.

b) Cold work on diesel, derv or heavy fuel oil tanks.

c) Excavations.

d) Entry into confined spaces, silos, pits, tanks, etc.

e) Work on electrical facilities.

f) Use of radioactive material (contractors etc.)

g) Work on dangerous machinery.

h) Roof work, scaffolding, etc.

4. Types of Permits

Some companies use a different type of permit for different types of activity (as many as 15). This enables each type to be tailored to the activity with no irrelevance but, even with only two or three sorts, considerable confusion can arise when deciding which type to use. Also, several permits of different types may also be required for one job, increasing documentation. Greencore Group. chooses to use one type of permit
(see Responsible Care Procedure 03.200.she (PERMIT))
which, whilst being all encompassing, is as brief and simple as possible. (One page of A4)

5. Authorised Persons

The permit system must only be operated by persons who are authorised to do so. These people must be fully trained in all aspects of the task and appreciate the importance of operating the permit system properly. A record of training authorised persons must be maintained. All involved in the permit system must be aware who the authorised persons, or grades of persons are, which requires that it be formally recorded.

The content of this procedure will provide the basis for at least part of the training.

6. Documents

The permit documentation used by Greencore Group. will ideally be printed on NCR (no carbon required) pad type with pages in white, pink, green and yellow, revalidation slips are not considered necessary at this time but may be considered for the future.

The permit 03.200.she (PERMIT) is in 15 sections on one side of A4 paper. The permit displays the activity, its scope, details and special precautions, tools and equipment and to whom it is issued. It displays the name of the authorised person signatures may be illegible. There is also a section that displays the name of the person handing back the permit on completion of the task.

Copies of the permit must be supplied to all involved using the coloured section. The yellow copy must be displayed at the work area particularly when entry to a confined space has been authorised.

7. Making out a permit

An example of a required action would be where the isolation of a power source was needed and entered as such on the permit. Once the isolation was complete using a hazard sign and lock, the authorised person would/may issue the permit.

For every job with a fixed job site a copy (preferably yellow) must be sited in a weather protected housing at the job site.

8. Revalidation

The maximum period of validity for any permit is 24 hours beyond which revalidation is necessary. The company does not wish to introduce unnecessary duplicated paperwork but all of the checks which needed to be done for the issue of the original permit must be repeated by the authorised person prior to revalidation.

9. Cancellation of a Permit

Any member of staff can cancel a permit if they believe the condition of issue are not being met. To cancel a permit, cancelled is to be written across the permit in bold letters. The office copy must also be cancelled.

10. Records

There is no known set period for retaining permits but a period of 3 years is set for documents of a similar level of importance. The Health and Safety Executive will expect to witness records of permits to demonstrate a history of maintaining a safety system of work.

11. Monitoring the System

it is essential that management regularly conduct an in depth formal recorded check of the efficient working of the system covering three prime aspects.

Ideally only one permit book should be used at a time in order that full control can be exercised and to facilitate the tracing of the permit for a particular job.

The permit should only be completed after the authorised person has conducted an inspection of the job location. If this reveals an action needed before work can safely take place it should be entered on the permit.

No section of the permit is to be left blank or merely lined through. Any section that does not apply is to be marked clearly N/A (not applicable). Only when there is a tick or N/A against every section can the permit be issued.

a) Persons involved in the issue of permits to work and those to whom they are issued, must be interviewed to ensure that they have had proper recorded training for their role, and that they understand all those aspects of the permit system applicable to their role.

b) The permit paper work should be examined to ensure that the forms meet the needs of the factory, are being filled in correctly with sufficient detail and in an unambiguous manner paying particular attention to hand back procedures and temporary cessation of work.

c) An actual job should be checked to ensure that what the permit shows adequately covers the job and that the job is being conducted as indicated on the permit. If isolation are involved it should be checked that the factory system is being correctly adhered to. A copy of the permit being posted at the work site.

NOTE:
Any deficiencies found during the check must be recorded
and action taken aimed at correcting them.

12. Method Statements of Risk Assessment

All locations are reminded of the requirement via 'The Management of Health and Safety at Work Regulations 1992'. To complete formal risk assessments where four or more people are employed. A permit to work system will demonstrate effective control of hazardous environments. These should not be confused with a 'method statement', which are designed to record in detail all aspects of the work and the personnel, particularly amongst contract labour, who will be responsible for ensuring compliance to the method statement.