Health and Safety at Work. Act 1974.
January 2009
Company activities
Activenet is a computer networking company. Our “fee earning” activities normally take place on our customers’ sites. These activities often include the installation of computer cabling, telecoms cabling, computer systems and computer cabinets. The risks associated with on site work vary from low risk seated work to high risk manual work. The manual work can on occasion be at height. We also maintain an office and storage unit. The activities that take place in the office are typical of what you would expect to find in an administration environment. People are normally seated and spend their time using computers and telephones.
Statement of Policy
It is the policy of the Company, Activenet Data Solutions Limited to comply with the terms of the Health and Safety at Work act 1974 and subsequent legislation , to provide, promote and maintain a healthy and safe working environment. The health and safety objective of the Company is to minimise the number of instances of occupational accidents and illnesses and ultimately to achieve an accident-free workplace. All employees will be provided with such equipment, information, training and supervision as is necessary to implement the policy and achieve the above stated objective. While the management of the Company will do all that is within its powers to ensure the health and safety of its employees, it is recognised that health and safety at work is the responsibility of each and every individual associated with the company. It is the duty of each employee to take reasonable care of their own and other people's welfare and to report any situation which may pose a threat to the well being of any other person. The management of Activenet Data Solutions Limited will provide every employee with the training necessary to carry out their tasks safely. However if an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job then it is the employee's duty to report this to their supervisor or the Directors of the company. An effective health and safety programme requires continuous communication between workers at all levels. It is therefore every worker's responsibility to report immediately any situation which could jeopardise the well being of themselves or any other person. All injuries, however small, sustained by a person at work must be reported to a manager. Accident records are crucial to the effective monitoring and revision of the policy and must therefore be accurate and comprehensive. The Company’s health and safety policy will be continually monitored and updated, particularly when changes in the scale and nature of our operations occur. The policy will be updated at least every 12 months. The specific arrangements for the implementation of the policy and the personnel responsible are detailed below.
Communication
The management of the Company will endeavour to communicate to employees their commitment to safety and to ensure that employees are familiar with the contents of the company health and safety policy. The Company communicates with its employees orally, in the form of directions and statements from supervisors; in writing, in the form of directives and this policy statement and by example.
Co-operation and Care
If we are to build and maintain a healthy and safe working environment, cooperation between workers at all levels is essential. All employees are expected to co-operate with safety and to accept their duties under this policy. Employees have a duty to take all reasonable steps to preserve and protect the health and safety of themselves and all other people affected by the operations of the company. Employees that endanger the safety of others or increase risk to themselves may be subject to disciplinary action. In sever cases the subsequent action may include dismissal for gross misconduct.
Safety Training
Safety training is regarded as an indispensable ingredient of an effective health and safety programme. It is essential that every worker in the organisation is trained to perform his or her job effectively and safely. All workers will be trained in safe working practices and procedures prior to being allocated any new role. Training is delivered both internally and by external specialists. Internal training covers best working practice and general working procedures. External training includes specialist activities such as working at height, tower erection, manual handling and first aid. We currently use Britannia International Training and Safety based in Wymondham for external training.
Workplace Inspections
It is the policy of the company to comply with the Workplace (Health, Safety & Welfare) Regulations 1992. Regular inspections of the workplace will be conducted by the Directors and other managers. Workplace inspections will also take place during installation and support activities on our customers’ sites. These inspections will be unannounced and used to ensure this policy and all other Health and Safety rules are being followed.
Work Equipment
It is the policy of Activenet Data Solutions Ltd to comply with the law as set out in the Provision and Use of Work Equipment Regulations 1992. The Company will endeavour to ensure that all equipment used in the workplace is safe and suitable for the purpose for which it is used. All workers will be provided with adequate information and training to enable them to use work equipment safely. The use of any work equipment which could pose a risk to the well being of persons in or around theworkplace will be restricted to authorised persons. All work equipment will be maintained in good working order and repair. All employees will be provided with such protection as is adequate to protect them from dangers occasioned by the use of work equipment all work equipment will be clearly marked with health and safety warnings where appropriate.
Personal Protective Equipment
It is the policy of Activenet Data Solutions Ltd to comply with the law as set out in the Personal Protective Equipment at Work Regulations 1992. All employees who may be exposed to a risk to their health and safety while at work will be provided with suitable, properly fitting and effective personal protective equipment. All personal protective equipment provided by the Company will be properly assessed prior to its provision. All personal protective equipment provided by the Company is to be maintained in good working order by the user. All workers provided with personal protective equipment supplied by the Company will receive comprehensive training and information on the use, maintenance and purpose of the equipment. The Company will endeavour to ensure that all personal protective equipment provided by them is used and used properly by its employees. External contractors engaged by the company are expected to attend site in possession of all necessary personal protective equipment. They may be asked to produce their equipment for inspection. Should they be unable to produce the correct equipment and demonstrate that they can use it, they will be asked to leave site.
Manual Handling Operations
It is the policy of the Company to comply with the law as set out in the Manual Handling Operations Regulations 1992. Manual handling operations will be avoided as far as is reasonably practicable where there is a risk of injury. Where it is not possible to avoid manual handling operations an assessment of the operation will be made taking into account the task, the load, the working environment and the capability of the individual concerned. An assessment will be reviewed if there is any reason to suspect that it is no longer valid. All possible steps will be taken to reduce the risk of injury to the lowest level possible. Manual handing training is delivered to our employees by our external Health and Safety consultants.
Display Screen Equipment
It is the policy of Activenet Data Solutions Ltd to comply with the law as set out in the Health and Safety (Display Screen Equipment) Regulations 1992. The Company will conduct health and safety assessments of all workstations staffed by employees who use VDU screens as part of their usual work and will ensure that all workstations put into service after January 1st 1993 meet the requirements set out in the Schedule to the Regulations and that all workstations NOW meet these requirements. (New Schedule introduced December 31st 1996).The risks to users of VDU screens will be reduced to the lowest extent reasonably practicable. VDU screen users will be allowed periodic breaks in their work. Eyesight tests will be provided for VDU screen users on request. Where necessary VDU screen users will be provided with the basic necessary corrective equipment such as glasses. All VDU screen users will be given appropriate and adequate training on the health and safety aspects of this type of work and will be given further training and information whenever the organisation of the workstation is substantially modified.
Control of Hazardous Substances
It is the policy of Activenet Data Solutions Ltd to comply with the law as set out in the Control of Substances Hazardous to Health Regulations 1989. A risk assessment will be conducted of all work involving exposure to hazardous substances. The assessment will be based on manufacturers' and suppliers' health and safety guidance and our own knowledge of the work process. The Company will ensure that exposure of workers to hazardous substances is minimised and adequately controlled in all cases. All workers who come into contact with hazardous substances will receive comprehensive and adequate training and information on the health and safety issues relating to that type of work. Assessments will be reviewed periodically, whenever there is a substantial modification to the work process and if there is any reason to suspect that the assessment may no longer be valid.
Fire Safety generally
All workers within the firm have a duty to report immediately any fire, smoke or potential fire hazards to the fire service by telephoning 999. All workers have a duty to conduct their operations in such a way as to minimise the risk of fire. This involves taking care when smoking**, keeping combustible materials separate from sources of ignition and avoiding unnecessary accumulation of combustible materials. Individuals are responsible for keeping their operating areas safe from fire and familiarising themselves with emergency evacuation procedures. In case of fire, in our office or on site, inform the other building occupants, leave the building and then call the emergency services. Smoking is not permitted within our place of business or within company vehicles and is banned on most of our customers’ sites.
Customers Fire Detection equipment
Smoke detectors and manually operated fire alarms may be located at strategic points throughout our customers workplaces. If a smoke detector sounds it is the responsibility of any employee present to raise the alarm and evacuate the building.
Fire Fighting Equipment
Fire extinguishers are located at strategic points throughout workplaces. Employees are expected to tackle a fire themselves only if it would pose no threat to their personal safety to do so. If any doubt exists do not attempt to fight the fire. Warn others, leave immediately and then dial 999. Make your way to the fire assembly point and register as present.
Customers Fire Doors
Fire doors are designed to slow the spread of fire and smoke throughout the workplace may have been installed at strategic points. Fire doors are designed to close automatically after opening and must never be blocked, jammed or tied open.
Fire Exits
Fire exits are located at strategic points throughout the workplace. Exit doors and corridors must never be locked, blocked or used as storage space. When customers’ sites all employees must familiarise themselves with fire exits and escape routes before starting work. On a large site it may be appropriate to ask the customers’ representative for a tour of the area for familiarisation.
Emergency Evacuation Procedure
In the event of the fire alarm being activated, or in any other emergency situation (such as a bomb scare), all employees must leave the building by the nearest available exit and assemble at the designated assembly point. The designated assembly point at our premises is in the front car park. When arriving on a customers site all employees must familiarise themselves with fire exits and escape routes and assemble points.
Smoking
Smoking areas should at all times be kept fire safe. Combustible materials must never be stored or allowed to accumulate in areas where smoking is permitted. Smoking is not permitted within our place of business or within company vehicles and is banned on most of our customers’ sites.
Accident Investigation
It is the policy of Activenet Data Solutions Ltd to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985 Activenet Data Solutions Ltd sees accident investigation as a valuable tool in the prevention of future incidents. In the event of an accident resulting in injury a report will be drawn up by either a Director or our external consultants. The report should include: The circumstances of the accident including photographs and diagrams wherever possible. The nature and severity of the injury sustained. The identity of any eyewitnesses. The time, date and location of the incident. The date of the report. All eyewitness accounts will be collected as near to the time of the accident as is reasonably practicable. Any person required to give an official statement has the right to have a lawyer or trade union representative present at the company's expense. The completed report will then be submitted to and analysed by the Directors with the help of the external consultants, who will attempt to discover why the accident occurred and what action should be taken to avoid a recurrenceof the problem. All reports will be submitted to the company lawyers who will advise on liability, proceedings and quantum of damages. The lawyers will then submit the report to the company's insurance risk advisors for assessment. A follow up report will be completed after a reasonable period of time examining the effectiveness of any new measures adopted.
Accident Procedure
All accidents are to be reported and recorded. If the situation is judged by those at the scene to be sufficiently serious, the emergency services are to be contacted by any means necessary. When first arriving on a customers site employees must establish the location of first aid points, emergency telephones and the customer qualified first aiders. Accident records are compiled and stored by the Directors. The Directors are responsible for reporting cases of accident and disease to the relevant enforcing authority under the RIDDOR 95 regulations where applicable.
Company Vehicles
Are to be inspected by the driver prior to use to ensure that they are in a safe and roadworthy condition. They are to be driven in a safe manner at all times. Loads are to be secured and must not exceed the safe working load of the vehicle. Mobile telephones are never to be used by drivers unless fitted with suitable, approved hands free equipment. Otherwise, drivers are to find a safe place to stop and properly park the vehicle before making or taking telephone calls. Company vehicles are always to be used as intended by the manufacture and in accordance with the law of the land. They are only to be used by those people that have been informed that they are correctly insured and authorised to do so. Company vehicles are to be regularlarly serviced by a competent specialist.
Working at height
Working at height has been identified as our most likely activity to cause serious injury. Great care is always to be taken by those that work on any type of access equipment off the ground. Only people that have been given suitable instruction and agree that they are competent may undertake any work above ground level. All access equipment is to be inspected as fit for use by a competent person prior to use. Access equipment that is not fit for use is to be marked accordingly and removed from service without delay. Only those people that have been instructed in correct use of access equipment and agree that they are competent may use any kind of access equipment. Work teams that are engaged in working at height must have at least one member in three (33%) that have completed our external working at height training coarse. Access equipment is only ever to be used as intended by the manufacturer. Restrictions such as safe loads are always to apply. Staff are never to use furniture, shelves, benching or other objects that are not specifically designed to act as access equipment to extend their reach. Never risk your safety or the safety of others by taking shortcuts with height hazards.
Ladders
Ladders are only to be used by people that have received instruction from a competent person. They are only to be used for access, never as a work platform. When used they must be supported on firm ground, footed by a second competent person and otherwise secured in position.
Steps
Steps are only to be used by people that have received instruction from a competent person. When used they must be supported on firm ground. Steps must be fully opened and locked. The manufacturers’ instructions must be observed and adhered to. People using steps must never over extend themselves and should not stand on the higher runs. Steps should always be used face on to the area to be accessed.
Towers and work platforms
Towers are only to be used, assembled, disassembled, moved, climbed or accessed by people that are considered to be competent and experienced. Further to this, at least one team member in three must recently have completed an external tower erection training course. Towers must always be supported on firm ground. Extenders and other supports must be fully deployed. The work platform is only to be accessed using the correct ladders that come with the platform. People are never to climb the outside of the tower. Security rails are to be locked in place before the work platform is used. All staff are to be safely on the ground before a tower is moved. When a tower is to be moved sufficient people are to be involved to achieve the task in a safe controlled manner. These guidelines are examples and not exhaustive.
Lofts, roof spaces and building voids
Confined spaces are potentially very dangerous. Before entering a loft or other confined space try to ascertain if another exit exists for use in an emergency. The minimum number of staff required to complete the task are to enter a loft. While staff are in a loft with limited exit routes a safetyman must remain at the entry point to warn in case of building evacuation alarm. The safetyman must remain in contact with staff in the loft at all times. Suitable lighting must be taken into the loft. Suitable protective clothing must be used. Facemasks must be used. Where the loft has no floor only staff that are competent and physically able to work and move around may enter. Before entering any industrial void where the construction of the floor and its ability to take weight is not known, advice must be sort from the building occupier. Should any doubts exist the void must not be entered. Should the credibility of the advice given be in doubt the void should not be entered.
Other confined spaces
Spaces where any type of gas hazard may exist, such as but not limited to, underground ducts, are never to be entered without written authorisation from the Directors who will have first engaged a competent person to asses the risks and put measures in place to control them.
Risk assessments
Risk assessment forms are to be completed as a matter of course whenever a hazard is likely to be encountered. This may be completed by the senior engineer on site using hand written HSE forms or after a pre-installation site visit. In any event before work is to start. All staff involved in the task are to read and comply with the risk assessment. Where appropriate other workers and their supervisors should also be shown the risk assessment. A discussion can then take place ensuring that all concerned are aware of any risks identified and arrangements can be made to control/contain the hazard. As a task progresses the risks will change. Risk assessments should be carried out periodically as a project runs. All affected should be made aware of the risks present on a continual basis.
Equal Opportunities Policy
Reviewed January 2009
Statement
Activenet Data Solutions Ltd (hereafter called the company) is an equal opportunities employer/consultancy. This means that it is company policy to ensure there is no discrimination or harassment on the grounds of colour, race, nationality, religion, ethnic origin, disability, age, gender or marital status in the way that the company treats its employees/job applicants, clients, clients customers or anyone encountered.
In issuing this policy, the company has four main objectives.
The company is committed to a working environment that offers equal, appropriate treatment and equal opportunities for all its employees and those they encounter. Harassment bullying and discrimination generally Racial or sexual harassment, any form of discrimination or bullying will not be tolerated under any circumstances and an employee who harasses, discriminates against or bullies anyone whilst representing the company will be subjected to the disciplinary procedure. In serious cases, such behaviour may constitute gross misconduct and result in summary dismissal. The company will not hesitate to involve the Police should it be considered necessary. Harassment generally may include any unwanted verbal or physical abuse, advances and/or behaviour that an employee may find offensive and which causes them to feel threatened, humiliated, patronised, distressed or bullied. Harassment may be deliberate or unconscious, open or convert, direct and indirect, an isolated incident or repeated action. It may also include, in certain circumstances, off duty conduct. It will not necessarily be a defence that such incidents consist of words or behaviour, which might be claimed to be "common place" or intended as a joke. It is the duty and responsibility of the company and every employee to stop all types of harassment and discrimination in or connected to the workplace. It is only through the efforts of individual employees that harassment and discrimination can be eradicated. All employees must recognise that everyone has the right not to be subjected to any form of harassment or discrimination.
Racial Harassment
Racial harassment is racial discrimination and is contrary to the company’s Equal Opportunities Policy. This type of harassment will not be tolerated under any circumstances and the company will take prompt action upon becoming aware that such incidents have taken place. Racial harassment may include:
The above examples are not exhaustive and each incident or harassment or discrimination will be viewed on its individual facts.
Sexual Harassment
Sexual harassment is defined as unwanted behaviour of a sexual nature by one employee towards another or to a candidate or client. Examples of harassment include:
Whilst the above list gives examples of sexual harassment, harassment takes many forms, relatively mild sexual banter to actual physical violence and the above examples are not exhaustive. Grievance and Disciplinary Procedures in the case of Harassment and Discrimination Where an employee or candidate feels that they are being harassed or discriminated against, prior to adopting the formal procedures set out below an informal approach may initially be taken.
Informal Procedure
If an individual feels they are subject to harassment and/or discrimination they should initially inform Peter Lascelles, John Turnbull or Kelly Jermy. Then advise the harasser that the behaviour is unwelcome, must be stopped and is interpreted as harassment and/or discrimination as defined by the company’s policy statement. If preferred, this may be in writing. If the behaviour does not cease or the employee/candidate finds approaching the harasser difficult, further informal assistance is available. The individual should contact the manager initially informed and ask for further assistance.
Formal Procedure
Where the informal method fails or serious harassment or discrimination is suspected, company employees are advised to bring a formal complaint against the harasser and should seek assistance as above in doing so. The complaint should be made in writing and where possible state the following:
The complaint should be sent to Peter Lascelles or John Turnbull (called Directors hereafter). Immediately a complaint of harassment is received, action will be taken to separate the harasser from the complainant. A Director will carry out a thorough investigation as quickly as possible, maintaining as much confidentiality as possible at all times. The complainant should be aware however, that if the complaint is to be investigated, other employees might have to be asked for witness statements. All employees/candidates involved in the investigation are expected to respect the need for confidentiality. Copies of witness statements will be made available to the harasser and the complainant. Witnesses will be encouraged to appear at a Hearing if requested by either party. It is acknowledged that some witnesses may be reluctant to do so. In these circumstances, the Directors will, if necessary, adjourn the Hearing and ask supplementary questions of witnesses in private. The complainant may if they wish, be supported throughout the procedures and Hearing by a colleague or other suitable person of their choice. The employee accused of harassment or discrimination will have the right to be accompanied at the Hearing. If the offence is proved, the severity of the penalty imposed on the harasser could include summary dismissal. Should the Directors feel the offence sever the Police will be invited to investigate and bring their own charges. Lesser offences may be dealt with by other means, for example a written warning; this may be coupled with action to ensure that the complainant is able to continue working/continue as an active employee without embarrassment or anxiety. After discussion with the complainant the Directors may arrange for an amendment of working practices to minimise contact between the twoemployees/ the candidate and the employee. The result of the Hearing will be confirmed in writing to those parties concerned. If the complainant is not satisfied about the way their complaint has been handled they should appeal. The appeal should be made in writing within 5 working days of the first Hearing. An employee who receives a warning or is dismissed for sexual or racial harassment or discrimination may appeal against the penalty.
Awareness and sensitivity
The company is proud to be located in a hugely diverse country. The large number of cultures and social groups that are encountered whilst working can be very different from each other and so care must be taken to behave appropriately in different situations. Employees are strongly encouraged to take time to learn about groups and cultures that they may encounter in connection with work. Great offence can be caused accidentally if we are not careful to be sensitive. In the event an employee is scheduled to work in an environment with people from a different culture that they have no experience of, they should take the time to find out what behavior is and is not appropriate. If possible it may be appropriate to work along side staff that originate from that community or have greater experience with that group of people and their culture. Employees can ask advice from the Directors if they feel the need. We will gladly seek help and advice externally should it be necessary. Employees are responsible for ensuring that their own behavior is appropriate and must be aware that cultural ignorance may not be a sufficient defense if an allegation is made against them. In the event an employee is found to have knowingly acted insensitively or offensively they risk summary dismissal. It is very important to the company to maintain a positive image and good relations with all encountered in our activities.
Environmental Policy
Reviewed January 2009
Statement
We at Activenet Data Solutions Ltd are firmly committed to manage and improve our impact on the environment. In issuing this policy the company has the following main objectives:
Environmental aspects of our company
Our commercial activities are broadly split into two main types. On site and administration. The on site activities includes the installation and support of commercial computer networks. The administration activity takes place in our own offices and includes all the usual support activities you would expect to find in a business. We have identified the following environmental aspect that we can control; Office waste - This includes paper, and other general office waste. Site waste – Cable and containment off cuts. Waste packaging – Cardboard box material. Energy consumption – Office lighting and heating. Transport Emissions, worn out components, vehicles and waste fluids. WEEE – Waste electrical computer equipment.
Office waste
Waste writing/printer paper is to be reused as scrap note paper where possible and then placed into the waste paper re-cycling bin. Documents are to be shredded the waste is then to be placed in the recycling bin. Magazines and sales literature are to be collected and re-cycled. Each week all paper waste will be collected and disposed of in our own recycling collection bins.
Site waste
Site waste is to be placed in our own bin for removal by a specialist that is contracted to re-cycle/dispose of it in an appropriate, environmentally sound way as is possible.
Waste packaging
Waste packaging includes cardboard and packing that has been used to transport goods and material to us for our use or resale. This waste is to be stored in a designated area in our unit until sufficient quantity exists to warrant removal by a specialist that is contracted to re-cycle it in an appropriate, responsible manner.
Energy consumption
We have targeted electrical energy that is used to power our office computers, light and heat our office space and storage area. We can reduce the amount of energy consumed by ensuring that non essential equipment such as desktop computers, lights and heaters are switched off at all times when the office is unattended. Individuals can make sure they contribute in this by ensuring they log out and switch off their desktop computer when leaving for the day. The last person to leave each day should ensure all lights and heaters are switched off before the building alarm is set. Further to this we will upgrade equipment to low energy alternatives as it needs replacing. This will particularly apply to computer monitors, LCD monitors use a fraction of the power used by CRT monitors. Traditional bulbs are to be replaced as they fail with modern low energy equivalents.
Transport
Company vehicles are to be driven in an economical manner. It goes without saying that speed limits are never to be exceeded. They are to be regularly maintained by our professional, local garage. The driver/keeper is to regularly check that the vehicle tyre pressure is correct and ensure the vehicle is regularly cleaned. Vehicles that offer greater fuel efficiency are to be selected when replacing or adding to our fleet. Further to this we will as a company continue to seek new customers that are based locally to us so reducing vehicle use as far as possible.
Waste electrical goods (WEEE)
As a computer equipment supplier we will endeavour to encourage our clients’ to dispose of equipment in accordance with the WEEE directive. Despite the delay in the implementation of WEEE we have already put a suitable disposal channel in place and have helped our customers to dispose of waste computer equipment in an environmentally sound manner. We have also explored other alternatives such as shipping equipment to third world countries for further use. This on the face of it this seems like a very positive way to dispose of equipment while doing good**. However, further investigation leads us to believe that well intentioned gifts of old computer equipment could in reality be creating a toxic waste hazard in countries that are not able to adequately deal with it. Computer monitors (CRT) are a case in point, they contain very toxic material and require special, hi-tech equipment to re-cycle safely. To this end we will only be disposing of our waste equipment in this country with specialist companies. We urge our clients to do the same.
**This could be illegal
Quality Policy
Reviewed June 2009
Statement
The company recognises that the disciplines of Quality and Health and Safety are an integral part of our management function. The Directors and staff view these as a primary responsibility and to be the key to good business in adopting appropriate standards.
Our Quality Policy calls for continual improvement in management activities and business will be conducted according to the following principles:
ACTIVENET DATA SOLUTIONS LTD will;