Records Retention & Document Management SAFETY

ENGINEERING INFORMATION SPECIALISTS

1. Always watch your children when they’re in or near a pool or spa. 2. Teach children how to swim. 3. Know how to perform CPR on children and adults. 4. Ensure children wear a PFD if they are not able swim yet. ….

SAFETY MOMENT

“Safety is 30% common sense; 80% compliance and the rest is good luck.”– Barry Spud

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A G E N D A • Introductions • What is safety? • OSHA 1910 • How is safety related to Records &

Document Management? • Discussion

E D W I N E L M E N D O R P Information Architect

About Edwin Edwin has over 15 years of experience in the world of Engineering Data Management. He started working with engineering focused solutions in early in 2003 and has implemented and designed solutions for small and Enterprise customers worldwide.

The condition of being safe from undergoing or causing hurt, injury, or loss A device (as on a weapon or a machine) designed to prevent inadvertent or hazardous operation

S A F E T Y ;

https://pdfs.semanticscholar.org/9b1b/3e64217aa0fcf840536044e0f0ca9f6a8e37.pdf

S M S C O M M O N C O M P O N E N T S

B I G G E S T C O N T R I B U T O R Safety Culture

About Safety Culture The term ‘safety culture’ first emerged following the International Atomic Energy Agency’s initial report into the Chernobyl disaster (IAEA, 1986). Despite a wealth of information, articles and reports relating to safety culture, there remains no universal definition or model.

Safety culture has been defined in a variety of ways, including:

‘The way we do things around here’ (Confederation of British Industry (CBI) 1990); ‘A set of attitudes, beliefs or norms’ (Turner, 1989); ‘A constructed system of meaning (or shared understanding) through which the hazards of the world are understood’ (Pidgeon, 1998); ‘A safety ethic’ (Wert, 1986

S A F E T Y C U LT U R E M AT U R I T Y

H O W D O Y O U M A K E T H I N G S S A F E

H O W D O Y O U M A K E T H I N G S S A F E

Enforced by regulation

Not being safe is dangerous and very expensive OSHA (1910)

https://www.osha.gov/topcases/bystate.html

Enforcement cases with initial penalties of $40,000 or above in the first 5 months of 2019

S A F E T Y I S N O T A N I C E T O H AV E A N Y M O R E

Bidding on work for a top company, requires you to show: o Your active safety program o A TCIR (total case incident rate) rating at or below industry average o Proof of a pro-active safety culture

Safety and price are valued equally as part of bidder evaluation.

https://www.linkedin.com/in/joe-francis-46a14475/

H O W T O M E A S U R E I T

The “industry” uses the OSHA trend for measuring safety https://www.industrysafe.com/blog/osha-recordkeeping/what-is-a-total-case-incident-rate You can calculate your TCIR or TRIR by using the following formula: (Number of OSHA Recordable injuries and illnesses X 200,000) / Employee total hours worked = Total Case Incident Rate To break this formula down, employers multiply the number of OSHA Recordable injuries and illnesses occurring throughout the year by 200,000. To learn more about how to determine an OSHA recordable injury check out our Ultimate OSHA Recordkeeping Guide.

Industry NAICS Code TCIR

Police Protection 92212 10.2

Framing Contractors 23813 7.0

Drilling oil and gas wells 213111 1.5

Basic chemical manufacturing 3251 1.3

Computer systems design services 541512 0.2

https://www.bls.gov/web/osh/summ1_00.xlsx Bureau of labor Statistics – 2016 – Non-Fatal Incidents

B E T H A N K F U L L F O R P E O P L E I N P U B L I C S E R V I C E

How is this related to Document Management & Records Retention?

W H E R E D O E S I T G O W R O N G ?

https://www.osha.gov/oshstats/commonstats.html https://www.safetyandhealthmagazine.com/articles/17702-oshas-top-10-most-cited-violations-for-fiscal-year-2017

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Regulatory requirements

(i.e. osha 1910) Safe Operations Day to day

Operations Policy

SOP’s

Engineering

Company Oil & Co.

How well are systems designed with safety in mind?

Interpreted Impacts

How well does the quality system (technology, culture, procedures) work?

Impacts

W H E R E D O E S I T I M PA C T

Availability of information; • Datasheets / Lockout information • SOP management • Process / policy map Where does it go wrong? • Translation from digital to analog • Workers in the field

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T H A N K S

Edwin Elmendorp – Information Architect Edwin.Elmendorp@kinsmengroup.com https://www.linkedin.com/in/edwinelmendorp/

R E S O U R C E S

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• https://www.intellect.com/blog/the-effects-of-document-control-on-certain-industries-and-risk-management • https://info.aiim.org/aiim-blog/newaiimo/2011/01/13/8-risks-organizations-can-avoid-by-using-a-document-

management-solution • http://www.rmmagazine.com/2016/11/01/why-policies-and-procedures-matter/ • https://www.arbill.com/arbill-safety-blog/bid/182185/The-Top-10-Most-Frequently-Cited-OSHA-Workplace-

Safety-Violations • https://www.isa.org/intech/20170604/ • https://www.osha.gov/Publications/osha3132.html • http://www.safetyculturetoolkit.rssb.co.uk/safety-culture-information/safety-culture-development/five-levels-

of-safety-culture.aspx • https://www.industrysafe.com/blog/osha-recordkeeping/what-is-a-total-case-incident-rate • https://www.bls.gov/web/osh/summ1_00.htm • https://safetyrisk.net/about/ • https://pdfs.semanticscholar.org/9b1b/3e64217aa0fcf840536044e0f0ca9f6a8e37.pdf • https://www.sciencedirect.com/science/article/pii/S0925753517305507 • https://www.faa.gov/about/initiatives/sms/explained/components/ • https://ireportsource.com/do-you-have-these-4-foundational-pillars-in-your-safety-program/ • https://en.wikipedia.org/wiki/Hierarchy_of_hazard_controls • https://www.osha.gov/topcases/bystate.html • https://www.bls.gov/web/osh/summ1_00.xlsx