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Routine occupational safety and health (OSH) inspections are random and unannounced visits by Safety and Health Officers to workplaces defined as factories under section 2 of the Factories Act, 1982 (Cap 347). Examples of factory defined operations include:
- Printeries;
- Laundries;
- Construction;
- Auto mechanic workshops;
- Warehouses which use mechanical power.
As provided under section 95 of the Factories Act, 1982 (Cap 347) Officers visit workplaces to ascertain the extent to which the provisions of relevant legislation are being complied with. Officers also take this opportunity to advise employers and employees on any concerns which they may have related to occupational safety and health. Employees are reminded to consult Management with regards to any concerns which they may have prior to making a formal report to the Occupational Safety and Health Section.
When are routine inspections conducted?
Officers make routine inspections of factory defined operations at least once a year to ensure that the safety and health standards of the workplace comply with the provisions of the relevant legislation. Follow-up visits may be made throughout the year to address specific areas of concern. During a routine inspection Officers request information such as Accident Records, Safety Committee Meeting Minutes and Certificate of Fire Escape.
Who is involved in routine inspections?
On a visit, the officer will seek to make contact with the most senior person available at the workplace. This person may undertake the inspection or delegate a stand in. A representative of the general body of workers may be invited to participate. Where there is trade union representation, the appropriate trade union representative should be regarded as that person. Other persons who may be invited to participate in the inspection include representatives of:
- Plant and equipment maintenance department
- Human resources department
- Safety committee
- Production management
- Supervisory personnel
How is a routine OSH inspection conducted?
1. Opening Conference
At the opening conference, a broad outline of the objectives of the exercise is given. Particular concerns, if any, are discussed, measures taken in response to previously known concerns are reviewed and participants invited to raise any relevant issues. Basic information required for the Factory Inspection Report will be requested and examination of records undertaken.
Typical information required:
- Number of persons employed (male/female)
- Hours of work and overtime
- Arrangements for handling emergencies
Records which should be available are:
- Examination reports for pressure vessels and lifting equipment
- Factory register
- Accident records
- Reports of safety committee meetings
2. Walk Around
The inspection party proceeds on a systematic walk around the facility. It is to be noted that under Section 95 of the Factories Act, Officers may question with respect to matters under this Act, any person in the workplace, either alone or in the presence of such other persons, as he thinks fit. Persons are expected to co-operate with the Officer in this regard.
Under the Factories Act, no area of a factory is exempt from inspection. All members of the inspection party are invited to participate in the process on equal terms. Persons are encouraged to raise any matters of concern and to communicate freely with the Safety and Health Officer.
3. Closing Conference
Matters raised during the course of the visit are reviewed, solutions to concerns explored and recommendations made. Matters considered to be of pressing importance are highlighted and commitments, with a time frame for action would be sought.
A written report outlining the matters arising out of the inspection visit may follow. However, it is the duty of the occupier to take action to address concerns raised once they come to his notice. Follow-up visits to observe compliance are scheduled as considered desirable.
Under Section 102 of the Factories Act, employee representatives shall be granted access to information relating to all work place hazards and to all reports relating to the workplace environment.
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