8.1.1 Writing the inspection report
Every safety inspection must be followed by a clearly written report. Without a complete and accurate report, the inspection would be little more than an interesting sightseeing tour. Inspection reports are usually of three types:
- Emergency - made without delay when a critical or catastrophic hazard is probable.
- Periodic - covers those unsatisfactory non-emergency conditions observed during the planned periodic inspection. This report should be made within 24 hours of the inspection.
- Summary - lists all items of previous periodic reports for a given time.
The written report should include:
- The name of the department or area inspected (giving the boundaries or location if needed)
- Date and time of inspection
- Names and titles of those performing the inspection
- Date of the report
- The names of those to whom the report was made.
One way to write the report is to begin by copying the items that were carried over from the last report because permanent corrective measures had not been taken. It is a good idea to number each item and provide some sort of hazard classification (e.g. medium, high, low). Items that were carried over from the last period without corrective action may be highlighted.
The body of the report should describe each hazard, its location and the date the hazard was first detected. After the hazard is listed, the recommended corrective action should be specified and a definite abatement date established. There should follow a space for noting whether or not corrective action is taken. It is also a good idea to include in a report how improvements in safety have been made as well as areas of concern.
When the report is written by a committee it is beneficial to have it checked by each member of the inspection team for accuracy, clarity and thoroughness. Generally speaking, inspection reports are directed to the head of the department or area where the inspection was made. Copies are also directed to executive management and/or the manager to whom the department head reports.
The adoption of inspections, audits and other forms of control measures, as well as the presence of formal OH&S representatives or committees, enables the organisation to maintain effective OH&S systems. This goes beyond just complying with legislative requirements. It also makes good sense and is an essential component in any formal quality process and system.
Even given our simple scenario about a broken chair, the implications for OH&S are profound. It is not simply about fixing the chair. The hazard needs to be reported to avoid not just the accident, but the risk of accidents. The result of formal reporting will be a response based on the hierarchy of control.
Figure 6 Hierarchy of control
Activity 2
Revisit each of the scenarios presented earlier in this element of study on manual handling, noise, chemical and other hazards. Consider how the above control hierarchy could be used to consider control of each hazard in the given situation (ie. chemicals on the farm: how could actions be undertaken to address eliminate, substitute, engineer controls, administrative controls, protective clothing)?
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