swp office buildings

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KUWAIT NATIONAL PETROLEUM COMPANY

Ref. No.: HSE-TSSA-06-2017, Revision-2 Title: Safe Work Practices on Office Buildings

Date of Issue: December 2009 Next Review Date: December 2012

Reference Number

HSE-TSSA-06-2017

Document Title

SAFE WORK PRACTICES ON

OFFICE BUILDINGS

Printed Copy Not Controlled

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SAFE WORK PRACTICES ON OFFICE BUILDINGS

TABLE OF CONTENTS

Page

1.0 SCOPE AND APPLICATION ……………………………………………………………………. 5

2.0 REFERENCE ……………………………………………………………………………………………. 5

3.0 ROLES AND RESPONSIBILITIES …………………………………………………………… 5

4.0 HSE COMMUNICATION ………………………………………………………………………. 6 4.1 Campaigns and Promotions 4.2 HSE Wall Display 4.3 Other Means of Communication

5.0 HSE TRAINING ……………………………………………………………………………………. 7 5.1 Safety Induction 5.2 Development and Refresher Training 5.3 Specialist Training

6.0 HSE AUDITS ………………………………………………………………………………………… 7

7.0 PERSONAL PROTECTIVE EQUIPMENT ……………………………………….…………. 7

8.0 OFFICE ENVIRONMENT

8.1 Building Design and Construction …………………………………………………….. 8 8.2 Lighting …………………………………………………………………………………………. 8 8.3 Noise …………………………………………………………………………………………….. 9 8.4 Heating, Ventilation and Air Conditioning ………………………………………….. 9 8.5 Office Areas 8.5.1 Work Areas ……………………………………………………………………….. 9 8.5.2 Floor …………………………………………………………………………………. 9 8.5.3 Stairways …………………………………………………………………………… 9 8.5.4 Passageways ……………………………………………………………………… 9 8.5.5 Roofs ………………………………………………………………………………… 9 8.5.6 Partition Walls ……………………………………………………………………. 9 8.5.7 Lifts (Elevators) …………………………………………………………………. 9 8.5.8 Escalators ………………………………………………………………………….. 10 8.5.9 HSE Signs .………………………………………………………………………. 10 8.5.10 Ionizing Radiation ………………………………………………………………. 10 8.5.11 Asbestos ……………………………………………………………………………. 10 8.5.12 Housekeeping ……………………………………………………………………. 11 8.5.13 Basements ………………………………………………………………………… 11 8.6 Smoking Policy ………………………………………………………………………………. 11


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Page

9.0 OFFICE EQUIPMENT AND MATERIALS

9.1 Electrical Equipment …………………………………………………………………….. 12 9.1.1 Safety Systems 9.1.2 Operating precautions 9.1.3 Visual Display Units 9.2 Furniture …………………………………………………………………………………….. 14 9.2.1 Chairs. 9.2.2 Filing Cabinets 9.2.3 Shelves and Storage Cabinets 9.2.4 Stools and Stepladders 9.3 Materials Storage ………………………………………………………………………… 15 9.3.1 Pointed and Sharp Objects 9.3.2 Chemicals and Flammable Materials 9.3.3 Stationery. 9.3.4 Waste Bins 9.4 Hazardous Waste Disposal ……………………………………………………………. 16

10.0 OFFICE SERVICES AND AMENITIES 10.1 Domestic Services ……………………………………………………………………….. 16 10.2 Catering ……………………………………………………………………………………… 17 10.3 General Hygiene ………………………………………………………………………….. 20 10.4 Libraries ……………………………………………………………………………………… 20 10.5 Laboratories ………………………………………………………………………………… 20 10.6 Battery Rooms …………………………………………………………………………….. 21 10.7 Reprographics ……………………………………………………………………………… 21 10.8 Cash Offices ………………………………………………………………………………… 21 10.9 Roads, Transport and Parking Facilities ………………………………………….. 21 10.10 Security ………………………………………………………………………………………. 22 10.11 Gardening …………………………………………………………………………………… 22 10.12 Vehicle Maintenance and Garages …………………………………………………. 23 10.13 Building Maintenance …………………………………………………………………… 23 10.14 External Storage Areas …………………………………………………………………. 24 10.15 Messengers, Couriers and Mailroom Staff ………………………………………. 25 10.16 Field Visits …………………………………………………………………………………… 25 10.17 Traveling …………………………………………………………………………………….. 25 10.18 Heating and Air Conditioning ………………………………………………………… 25

11.0 FIRE PRECAUTIONS AND EMERGENCY PROCEDURES 11.1 Fire Precautions …………………………………………………………………………… 26 11.2 Escape Routes …………………………………………………………………………….. 26 11.2.1 Responsibility 11.2.2 Definition of an Escape Route 11.2.3 Distances and Dimensions 11.2.4 Maintenance 11.2.5 Emergency Drills


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Page

11.3 Fire Detection ……………………………………………………………………………… 27 11.4 Group Leaders …………………………………………………………………………….. 27 11.5 Fire Prevention ……………………………………………………………………………. 27 11.5.1 Housekeeping 11.5.2 General Precautions 11.5.3 Specific precautions 11.6 Fire Fighting Equipment ……………………………………………………………….. 28 11.7 Staff …………………………………………………………………………………………… 28 11.8 Communications ………………………………………………………………………….. 29 11.9 Contingency and Emergency Planning ……………………………………………. 29 11.10 Tenanted Areas …………………………………………………………………………… 29

12.0 FIRST AID AND OCCUPATIONAL HEALTH ARRANGEMENTS ……………… 29 12.1 General 12.2 First Aid and Medical Staff 12.3 First Aid Equipment 12.3.1 First Aid Kits 12.3.2 First Aid Rooms 12.4 Injury Reporting 12.5 Prevention of Back Injuries

13.0 CONTRACTORS ……………………………………………………………………………………. 31 Appendix – A : HSE Audit Checklist ……………………………………………………………… 32


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1.0 SCOPE AND APPLICATION

This Safe Work Practices on Office Buildings provide appropriate and organized guidelines and requirements on occupational safety, health and environment program and activities that need to be in place, implemented and audited. Most of the items included in this document are described in more detail in other COMPANY (hereinafter referred to Kuwait National Petroleum Company or KNPC) Regulations, Guidelines, Procedures, Safe Work Practices, and Policy Statements. If there’s a requirement for more information on a particular subject, the area Safety Engineer should be requested for assistance and advice. This document applies to all KNPC and Contractors’ office buildings (with continuous occupancy) that are situated within the COMPANY premises such as the Head Office, Bait Al-Wataniya, Refinery Administration Buildings, Workshops’ offices, Laboratory Offices, Clinic, temporary office buildings, shacks, etc. All design requirements of office buildings shall conform to KNPC Engineering Standards and/or relevant international codes and best engineering practices. Mandatory rules (or ‘MUST’) are characterized by the word ‘SHALL’ throughout this document. Advisory rules or recommendations are indicated by the word ‘SHOULD’.

2.0 REFERENCE

• KNPC HSE Documents

• SMS-EL02-04-2006, Part-1 and 2 (HSE Committee Meetings Guidance) • SMS-EL04-2002 (Mandatory SHE Training Matrix) • HSE-TSOH-04-1315 (Personal Protective Equipment Program) • HSE-TSOH-04-1316 (Indoor Environment Quality Management) • HSE-ESHU-03-1416 (Procedure for Solid Waste Management) • HSE-TSOH-4301 & 1312 (Exposure Std. and Hearing Conservation Program)

• Shell Document on Office Safety

• KPC HSE Standard Document No. 38 (Ergonomics) 3.0 ROLES AND RESPONSIBILITIES

Good office management requires a clear definition of roles and responsibilities of the various levels of staff in relation to health and safety, especially where the office consists of staff in more than one functional activity. Reference should be made to relevant COMPANY HSE guidelines, procedures, standards and safe work practices. In addition, contractors’ personnel should be informed of the Company Safety Policy and local health and safety arrangements. Each Company should ensure that any contract or temporary staff are fully trained and capable of carrying out their particular tasks safely and efficiently. Contractors’ personnel shall also be made aware of their individual responsibilities to maintain safe working conditions while employed by KNPC.

Visitors shall be made aware of COMPANY emergency procedures.


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3.1 HSE Communication Meeting

A HSE Communication Meeting covering the office buildings in general shall be organized and shall hold a monthly (division-wise) and quarterly (department-wise) meeting or as specified on relevant Performance Standard or Guidance Document for HSE Committee System (document reference # SMS-EL02-09-8003). It should be both an advisory and consultative body and should liaise closely with management to ensure safety and health at work and promote the effective co-operation of employees at all levels. It should include members of staff and representatives of the Medical and Safety Divisions. Members of the HSE Communication Meetings should be provided with sufficient training and other facilities that are necessary to meet their responsibilities.

The meeting facilitator should review arrangements for safety, make recommendations to management and assist in communications concerning safety measures. These should include review of audits and accident reports and may involve participating in investigations and inspections.

3.2 Specialist Services and Support

The concerned HSE personnel should provide services and support on safety, occupational health and hygiene, fire prevention and emergency procedures in the office. He should provide to line management information on outside developments, including legislation, codes of practice and other technical or guidance material. He should prepare and collate reports on health and safety programs and performance, and give recommendations appropriate in the light of developments or reports.

4.0 HSE COMMUNICATION

All staff shall be issued with a copy of the Company Policy and every effort should be made to ensure that they are aware of and understand its meaning. The communication and implementation of Company policy in relation to health and safety at work in offices may take a variety of forms, as follows:

4.1 Campaigns and Promotions

Office safety campaigns and promotions shall be organized to promote:

• awareness of the potential hazards which can occur in offices. • the active participation of all personnel in the identification and removal of

these hazards.

The concerned Safety Engineer shall coordinate any such promotions which should include safety awareness presentations.

4.2 HSE Wall Display

HSE Wall Display or a dedicated section on a general board should be situated in positions which provide optimum exposure to personnel. Messages presented on the wall display should be eye-catching, short and to the point. The nature of the message should be immediately obvious. Items posted on the HSE Wall Display should include:


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• the HSE Policy • minutes and agendas of HSE Committee meetings • HSE posters • HSE performance analyses • Evacuation Map of overall facility • Building / floor evacuation map/drawing

and should regularly be updated. 4.3 Other Means of Communication

These can include newsletters, KNPC intranet e-mails, booklets and brochures, stickers, and other promotional material e.g. giveaways.

5.0 HSE Training

The concerned Team Leader shall communicate and ensure the fulfillment of training requirements for each employee / craft as per the COMPANY HSE Training Matrix and HSE Training Procedure HSE-TSTR-05-1501.

6.0 HSE AUDITS

HSE audits should be carried out at regular intervals, preferably on a quarterly basis, with remedial actions being reviewed by line management and discussed at HSE Committee meetings. The Checklist in appendix-A shall be used by both management and employees in the safety audits requirements. Appropriate training shall be provided to all personnel that will carry-out periodic HSE audits. The areas covered in office safety inspection may include: accident statistics, HSE procedures, safe working practices, equipment, premises, roles and responsibilities, statutory requirements, Company Policy and contractors.

7.0 PERSONAL PROTECTIVE EQUIPMENT

Proper Personal Protective Equipment (PPE) shall be used where an appropriate risk exists. Examples where provision of protective equipment may be required are, furniture removers (safety shoes and gloves), maintenance staff (safety shoes, overalls, gloves, ear protectors and safety helmets), catering staff (safety shoes, overalls, aprons and head coverings) and printing staff (gloves and overalls).

Refer to HSE document reference no. HSE-TSOH-04-1315 for guidelines on the

selection and use of Personal Protective Equipment.

8.0 OFFICE ENVIRONMENT

To provide a positive awareness of health and safety in the office, it is important for staff to work in a pleasant environment and have good working conditions. Poor or substandard working conditions, building structure or equipment can not only create hazards, but also a negative attitude towards safety, which will eventually lead to accidents. If staff are happy with their working conditions, they are more likely to take positive action to maintain a safe working environment.


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8.1 Building Design and Construction

Office buildings must be of sound construction and designed to accommodate comfortably the number of staff and bear the weight of equipment. Prior to equipment being installed, checks should be made on the designed floor loadings of a particular office area. Buildings must be provided with adequate means of escape in case of emergencies requiring the rapid evacuation of staff. Sufficient lighting, heating and ventilation, fire protection and toilet facilities must be available.

Technical Building Documentation including routing of services, statutory certificates, plan changes etc. shall be maintained in a readily available form, also if necessary for use in an emergency.

8.2 Lighting Good lighting is important in providing satisfactory working conditions for all

personnel. The requirements, recommended limits, hazards and control measures as defined on Company guidelines and Management System for Indoor Environment Quality shall be met.

8.3 Noise

Excessive noise can interfere with speech communication, mental concentration and personal comfort and can cause a decrease in efficiency in an office. An example is distraction caused by the ringing of telephone bells in a large open plan office. Thus, limits should conform to Company Exposure Standard, doc. ref. # HSE-TSOH-4301.

8.4 Heating, Ventilation and Air Conditioning

Indoor environment quality for office buildings shall comply with Company Engineering Standard such as document HSE-TSOH-04-1316 and all applicable Kuwait Regulations and Statutory Requirements.

Where ventilation systems are installed in an office, a constant supply of fresh or purified air shall be ensured. Ventilation and air conditioning systems should also ensure a relative humidity of 30 - 70%. Periodic checks should be made of ventilation and air-conditioning systems for organisms which can cause infectious diseases, e.g. Legionnaires Disease or Humidifier Fever and precautions should be taken against these.

Provision shall be made in ventilation systems for the removal of unwanted fumes, gases or dusts. Consideration shall be given to the installation of alarm or shutdown systems if there is a possibility of ingress of hazardous or flammable gases from a nearby source. The air conditioning system intake shall be located away from any exhaust system.

Automatic fire dampers shall be installed in ventilation duct work.


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8.5 Office Areas 8.5.1

To ensure the comfort of staff and to avoid overcrowding, attention shall be given to appropriate space allocated to each worker. A recommended minimum space per person is 18 m³, 7.2 m² in floor area and not less than 2.5 meters in ceiling height.

In offices where there are more than 25 people, there should be more than one exit.

8.5.2

Work Areas

Floors

All floors shall be properly constructed, regularly maintained and kept free from obstruction and any substance or material likely to cause a person to slip or trip. Regular checks shall be made for wear and tear in areas where there is particularly heavy usage as loose and worn floor coverings are a frequent cause of tripping accidents. Flooring shall be made from a robust material which is easy to clean, non-slip, flame retardant and anti-static properties are also recommended.

8.5.3 Stairways

Stairways shall be of robust construction. Stair treads can be fitted with non-slip nosings. Stairways which have more than three steps shall be fitted with handrails.

8.5.4 Passageways

Where a passageway forms part of a fire escape route, it must be wide enough to cater adequately for the number of people who may be expected to use it in an emergency. Passageways shall not be used for the storage of goods and materials and it shall be marked conspicuously..

8.5.5 Roofs

Roof access shall be controlled and, when access is provided, there shall be protective barriers to prevent falls from the roof area.

Construction materials may necessitate the taking of specific precautions. Rules shall be formulated to specify limitation of access and of working e.g. wind velocities and weather conditions.

8.5.6 Partition Walls

Partition walls in offices (excluding fire break walls) shall be fire-rated or non-flammable so that they may resist fire for at least half an hour. Where partitions are made of glass, they shall have either a warning sign or be wired or treated to make the glass obvious to staff. Partitions shall also have some degree of sound proofing.

8.5.7

Lifts must be regularly inspected and maintained by competent persons. Care shall be taken to ensure that lift cars level correctly at their various landings in order to reduce the risk of people tripping. Lifts must be fitted with speed restriction

Lifts ( Elevators )


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governors, emergency lighting and alarms. Where possible they should be provided with a voice communication system. An interlock system shall also be fitted for maintenance purposes. Lift cars shall have notices displayed stating the safe working load and also the maximum number of passengers which can be safely carded at one time. Inspection tag showing inspected date and due date of next inspection shall be posted inside the lift car.

Smoking shall not be permitted in lifts, and notices prohibiting smoking shall be displayed, preferably both inside the lift car and outside each lift entrance. Ashtrays or receptacles shall be provided adjacent to each lift entrance. Safety interlocks shall be fitted on lift doors, and buttons shall be provided both inside and outside the lift so that the doors could be re-opened during the course of closure. Staff should be discouraged from attempting to hold open lift doors using their hands and feet. Lifts for goods only should be clearly indicated and use by human passengers strictly prohibited. Lft’s manual operating guidelines shall be displayed in the Motor Room for use and reference in case of power failure or other emergency situation, such as rescue of trapped personnel from lift cars.

8.5.8 Escalators

All escalators shall have suitably sized notices displayed at the top and bottom of the flight instructing people using escalators to use the balustrade and keep feet and loose clothing away from the sides of the escalator. Treadways shall be highlighted. Escalators shall be inspected every six months. A press panel or mushroom-headed stop button shall be installed in a clearly visible position at the top and bottom of each flight and marked to indicate clearly that they are for emergency use only.

8.5.9 Health, Safety & Environment Signs

Safety signs, e.g. escape routes, no smoking and fire fighting equipment signs, shall be prominently displayed in office buildings where necessary. Arrangement shall be made to ensure that safety signs are kept up-to-date. Instruction on the various safety signs found in offices shall be given during Safety Induction Training. Staff should be informed of any new signs or alterations to old signs.

8.5.10 Ionizing Radiation

Ionizing radiation in offices may be used for a variety of purposes. These can include: smoke detectors, fire exit signs, engineering flow meters and medical or dental X-ray equipment. Any sources of ionizing radiation shall be regularly checked and monitored. A register of sources including smoke detector locations shall be kept and fire authorities notified.

Radiation emissions from visual display units are below normal background levels and as such do not pose any health risk to operators.

8.5.11

In older office buildings asbestos may have been used for thermal insulation of pipework, fire protection of steelwork, sound insulation or fire breaks. It may also have been used in ceiling tiles and catering equipment. In view of its relatively common occurrence in offices, these areas shall be identified, inspected and marked

Asbestos


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or recorded. If there is a requirement to disturb asbestos in the above locations, adequate precautions must be taken.

It is KNPC policy and commitment in all operations not to introduce asbestos, and when practicable to replace existing asbestos with a suitable alternative.

8.5.12 Housekeeping

Good housekeeping can include a wide variety of aspects of the running of an office. The terms “housekeeping” and “orderliness” are used to cover general cleanliness and tidiness, but also relate to such items as leaks and spillages, appearance of paintwork, condition of insulation cladding, state of guards on machinery, unidentified drums, loose or absent gratings and stowage of material.

Attention to housekeeping will help to ensure a hazard free and pleasant working environment. Adequate storage provision should also be made for office cleaners’ materials and equipment, and cleaning staff advised of their responsibilities.

8.5.13

Following are key requirements for a smoking area/room inside a building, as per ASHRAE Standard 62-2007:

Basements

The particular problems of basement areas such as accumulation of gas, water ingress or fuel leakage need to be considered. These areas are usually the supply points for main services of the office complex and provision should be made for contingency planning and may include detection devices.

8.6 Smoking policy

The risks of smoking, not only concern health to smokers, but to passive smokers as well. Smoking is not permitted in offices that have artificial / mechanical ventilation which includes but not limited to employee personal rooms, conference rooms, meeting hall and cafeteria. Smoking shall be permitted only in ‘demarcated area for smoking purpose’ in which the ventilation for this smoking space / booth should be separated from the building.

• The smoking room shall be physically separated from the rest of the building using solid walls, floors, ceilings, and doors equipped with automatic closing mechanism.

• The smoking room shall be under negative pressure as compared to surrounding occupied areas.

• The smoking room shall be provided with a high air-mixing potential and the total air exchange shall be at least 12-20 air changes per hour in the smoking area or 60 cubic feet per minute (CFM) outside air per smoker.

• Air-handling and natural ventilation systems shall not re-circulate or transfer air from a smoking room to a smoke-free area/room.

• Exhaust or relief air from a smoking room shall be discharged such that none of the air is re-circulated back into any smoke-free area/room.

• A rigorous housekeeping program must be used to keep the smoking room clean.


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• A sign shall be posted outside each entrance to each smoking room. The sign shall stae, as a minimum, ‘This area may contain environmental tobacco smoke’ in letters at least 25 mm. high or otherwise in compliance to existing signage requirements.

9.0 OFFICE EQUIPMENT AND MATERIALS 9.1 Electrical Equipment

A large proportion of modern office equipment is powered by electricity. In order that such equipment can be operated safely, the electrical supply must be properly maintained and regularly checked by a competent person. Tampering with equipment by unauthorized staff must be stopped.

Correctly used electrical equipment is safe and highly efficient. However, incorrect usage can result in fires and expose people to electric shocks. It is important that staff are aware of the potential hazards of electricity and the basic precautions to take to avoid these hazards.

9.1.1

a) Electrical equipment must comply with approved industry standard.

Safety Systems

The following are general safety systems relating to the installation and use of electrical systems and equipment:

b) Only authorized and competent staff should install, maintain, repair or remove

hard-wired electrical equipment.

c) Electrical equipment must have easily accessible switches and all metal parts must be earthed or the equipment double insulated.

d) Competent and authorized persons, as per guidelines on Work Permit and Risk Assessment safe Work Practices, must obtain a permit to work on electrical equipment and must take the necessary precautions when working on such equipment such as locking off equipment, displaying warning signs and erecting barriers.

e) The electrical supply and the electrical equipment must be properly protected by Ground Fault Circuit Interrupter (GFCI) in addition to fuses or circuit breakers.

f) Electrical switch rooms and electrical riser enclosures shall be clearly marked. Access to switch rooms shall be restricted to authorized persons.

g) The use of cable sensing equipment for the detection of concealed wiring is recommended.

h) Underground supply cables shall be clearly identified, and cables may have identifying warning tapes above and close to the surface. High voltage cables shall have mechanical protection 150mm above the cable. Cables shall be fire resistant and shall be regularly tested as appropriate.

i) It is desirable to have at least two power points per work station in each office and they should be situated underneath or near desks. Computer cables and


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telephone leads should similarly be adjacent to the desks and cables run tidily to minimize trailing leads.

j) A regular maintenance, inspection and tagging system shall be implemented for all portable electrical equipment.

9.1.2

a) Learn how to operate machines safely before using them.

Operating Precautions

The following are general precautions which must be taken by an office worker when operating electrical equipment. These precautions apply equally to sophisticated office equipment, for example, computers, photocopiers and word processors, as to the more mundane electrical equipment such as hot plates, coffee pots, kettles and angle-poise lamps.

b) Switch off electrical equipment when not in use or before moving or adjusting.

c) Ensure any guards or protective equipment is in place prior to switching on.

d) Ensure that ventilation grilles are not obstructed as this could cause overheating and result in a fire.

e) Do not overload circuits and use fused distribution outlets rather than adaptors.

f) Ensure all electrical cables are free from defects and knots and are run tidily and without creating a tripping hazard.

g) Do not tinker with or attempt to repair equipment which has broken down.

h) Isolate all faulty equipment immediately, label it as unserviceable, remove from use and report it, so that a competent electrician may be called.

i) Visually inspect equipment daily to ensure there are no loose connections or trailing cables.

j) No electrical cables shall be laid underneath the carpets.

k) Proper connectors shall be used in joining cable ends; twisting of the bare ends of cables or use of tapes for joining the cables shall not be permitted.

9.1.3

a) The height of the work surface or chair must be adjustable to allow adequate thigh clearance under the work surface.

Visual Display Units (VDUs)

The recent increase in computer-based systems has resulted in the widespread use of VDUs in the office environment. This has raised anxieties amongst users about the safety of VDU operation and fears that working with them may damage health. Considerable research has been carried out into the health aspects of VDUs and it has been established that most of the symptoms described by users are the result of bodily fatigue. Radiation emissions from VDUs are negligible and do not represent a health hazard.

Bodily fatigue results from bad working posture. This may be related to ergonomic aspects of furniture design, equipment set-up or the effects of bad lighting.

The following are recommended ergonomic parameters for working at VDUs:


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b) The keyboard should be positioned so that the operator’s forearms are approximately horizontal, and the angle of the elbow between the forearm and upper arm is in the range of 70 – 90 degrees.

c) The VDU screen should be positioned centrally at right angles to the line of sight so that the operator’s eyes are looking down at an angle of 15 – 20 degrees. VDUs with tilt and swivel facilities should be considered for full-time users.

d) Documents should be placed so as to be read easily, using a document holder if found helpful.

e) The user should position the screen at a distance between 35cm and 80cm to achieve comfortable viewing distance and posture.

f) Chairs should swivel and have adjustable backrests. The height of the chair should be adjustable so that the seat is between 34cm and 52cm above the floor. Chairs without arm rests are recommended where a screen is in constant use.

g) Lighting levels should be in line with Company guidelines and/or Kuwait Ministry of Electricity and Water standards. Light sources should be either shielded or indirect to avoid glare. VDUs should be positioned at an angle to and not directly facing or backing on to windows or walls, and should be positioned between, rather than under rows of lights.

9.2 Furniture

Office furniture should be of sound construction and ergonomically designed for optimum comfort and good posture. Sharp edged furniture should be avoided.

9.2.1 Chairs

Chairs should provide adequate back support which should be adjustable. Swivel chairs with five spider legs on castors shall be used to ensure firm stability. Sufficient room or space for leg movements shall be made available between chairs and desks.

Chairs which are fitted with wheels shall not be used on hard floors unless they have some form of braking. Upholstery on chairs shall be flame retardant.

9.2.2

a) Fill the bottom drawers first,

Filing Cabinets

Many modern filing cabinets are fitted with a safety device which permits only one drawer to be opened at a time, to avoid the cabinet becoming unbalanced and tipping over. For older equipment, or those not fitted with the above device, a wooden batten, approximately 1cm thick, may be inserted under the front edge of the cabinet to counteract the forward tipping effect. Other safety precautions include:

b) Avoid overloading the top drawers,

c) Only open one drawer at a time,

d) Close drawers gently and use the handle to avoid pinching fingers.


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9.2.3 Shelves and Storage Cabinets

Objects shall be stored neatly inside cabinets, not on top where they can fall off. Frequently used items should be kept within easy reach. Cabinets shall not be overloaded as they might tip over. Heavy or breakable items should be stored on lower shelves.

Freestanding shelving systems shall be secured to the wall.

9.2.4 Stools and Stepladders

Only industrial type / purpose-made stools or stepladders shall be used for reaching high places, not chairs or tables.

9.3 Materials Storage

Office material should be stored neatly and in a well organized manner.

9.3.1 Pointed and Sharp Objects

Pointed objects such as drawing instruments, scalpels and scissors should be properly stored e.g. in a proper case or cover when not in use. The use of razor blades should be strongly discouraged. Wherever possible scissors should be round-nosed.

9.3.2 Chemicals and Flammable Materials

Special care shall be taken in the handling and storage of all chemicals used in an office. Examples of such materials are photocopier inks and toners, cleaning fluids, samples and lubricants. Material Safety Data Sheet (MSDS) of these hazardous chemicals shall be produced upon application of Materials’ Gate Pass.

Staff should be made aware of any hazards and shall use the chemicals only in accordance with the manufacturer’s instructions. As a general rule, they should be stored in metal cabinets, appropriately labeled, and stored in a dedicated place with appropriate fire protection facilities with consideration given to the provision of exhaust ventilation. A strict no smoking policy shall be applied when flammable materials are in use.

9.3.3 Stationery

Stationery shall be stored in such a position as to provide easy access for staff, to avoid the possibility of injury due to awkward lifting and carrying techniques. A no smoking policy shall be applied to the stationery storage area.

9.3.4 Waste Bins

Metal waste paper bins shall be used in preference to plastic waste bins because of the risk of spreading fire. For paper waste, a ‘Green Metal Bins’ should be provided or properly labeled for better segregation. The three compartments office waste bins shall be efficiently utilized to segregate paper, plastics and cans.


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9.4 Hazardous Waste Disposal

Hazardous waste materials such as printer/ photocopier cartridges, nickel-cadmium & lead acid batteries, fluorescent lamps/bulbs, clinical wastes such as syringes/discarded medicines/vials/etc. shall be disposed as per the materials’ manufacturer’s recommendation (MSDS) and Company Waste Management System.

10.0 OFFICE SERVICES AND AMENITIES

The size of a particular office complex will dictate the degree of amenities and services required. However, the provision of high standards in these areas, regardless of office size, will help provide a safe, pleasant and agreeable working environment.

10.1 Domestic Services 10.1.1 Internal

All staff shall understand their responsibility to maintain a clean and tidy office environment and that this is not the responsibility of domestic cleaning services alone. Staff should be encouraged to put away all loose and easily combustible material from desk tops at the end of a working day. In the event of a fire the “clear desk policy” will confine the fire to its place of origin for a longer period. However, domestic cleaning services should be provided at regular intervals. Dirt and refuse shall be removed daily and floors cleaned at least once a week. Inside walls and ceilings shall be cleaned annually and redecorated when necessary. In areas such as toilets, washrooms and clothing accommodation areas more stringent cleaning and hygiene methods may be required.

Cleaning service personnel shall be instructed in the correct procedures and safety precautions required by the Company, such as the provision of warning notices on recently cleaned or polished floors and the precautions to be taken in the use of trailing cables. Equipment used for cleaning shall be regularly inspected and maintained by competent persons.

10.1.2 External

Domestic services include window cleaning and gardening. Attention must be given to ensuring the health and safety of those persons employed in these services. This shall include advice and instruction on the use of safety equipment and toxic chemicals. Window cleaning shall be carried out regularly.

10.1.3 Waste Disposal

The disposal of different types of waste products shall be in accordance with Company Solid Waste Management System (document ref. no. HSE-ESHU-03-1406) and other relevant Company Procedures and Guidelines. Different types of waste shall be disposed of separately, for example, sharp materials such as glass, surplus chemicals, medical wastes, building rubble, asbestos, kitchen waste, paper (including confidential material) and oils.


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10.2 Catering 10.2.1 Catering Areas 10.2.1.1 Working Environment

Floors and walls must be impervious to moisture, durable and non-slip; cracks shall be repaired as soon as possible. Floors shall be regularly cleaned including under equipment. It is desirable that cabinets and ovens should be 10cm to 15cm off the ground unless the design precludes dirt, infestation and vermin under or behind the equipment. Walls should be light in color with a smooth finish to aid cleaning and help to illuminate the room by reflecting light. Wide-angled coving shall be placed between the wall and floor to aid cleaning.

Ceilings shall be smooth-surfaced, light in color and semi-permeable to avoid water vapor condensing and dripping onto equipment, food and staff. Ceilings shall be cleaned regularly and a minimum of three times per year is recommended.

Working surfaces shall be non-absorbent where food is prepared and stored. Stainless steel is ideal as it resists damage and is easily cleaned. Sharp edges should be avoided.

10.2.1.2

a) Dry stores, which contain tins, dried food and non-perishable goods. These should be cool, dry and well ventilated at approximately 80C. Goods should be stored in bins or in racks at least 45cm off floor level. Storage shelves should be impervious to moisture and stainless steel is recommended.

Food Stores

Food stores should be divided into two separate areas:

b) Perishable goods, for example fresh meat, fish and most dairy produce need to be

stored in a suitable refrigerated area, preferably for not more than three days. Deep frozen foods should be used within the recommended storage life. Refrigerators and freezers should not be overcrowded as this hampers air circulation. Normal refrigeration is between 1 to 40C, whilst deep freezers operate at -18 to -240C.

Every refrigerator or deep freeze shall have its own thermometer and be regularly checked. Ensure that doors and door seals are in good condition. In refrigerators and cool stores raw food shall never be stored above cooked food. All food shall be covered. Food liable to spill shall be stored on lower shelves. Food shall never be stored in open tins.

10.2.1.3

• Hand washing shall be carried out in four stages: removal of waste, washing in hot water plus detergent, rinsing and drying. A minimum of two sinks are

Hygiene

Wash hand basins shall be provided in each food preparation area, with a good supply of hot and cold running water, soap and a plastic nail brush. The wash hand basin shall not be used for any other purpose than to wash hands.

Washing up of dirty dishes can be carried out either by hand or by machine:


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required adjacent to each other with adequate drainage and drying surfaces, waste disposal units or strong plastic bags are recommended for disposal of wet waste.

• Machine washing provides the same functions as hand washing and most

machines have an automatic detergent dispenser fitted. The temperature controls for washing are usually set by the manufacturer at 55-600C and the rinse at 800C, this assists drying and sterilization. Machines need to be checked and serviced regularly and their internal waste filters cleaned daily.

Pots and pans shall be washed separately from crockery, glasses and cutlery to minimize breakage and injury. Special sinks should be provided, one for washing, the other for rinsing. Adequate drainage racks shall also be provided. Carving knives shall always be hand washed taking appropriate care and never left in the sink.

Correct and thorough cleaning of the catering areas is very important in the fight against food poisoning and the potential build up of dangerous organisms. Cleaning shall be continuous and not only carried out at the end of the working day. It is important that any spillage on floors is cleaned up immediately to avoid causing a slipping accident.

10.2.1.4

• Cleanliness is essential, especially in the removal of food particles and grease deposits in generally inaccessible places. These include around the feet of fixed equipment, behind equipment (ovens, refrigerators) and at wall or floor junctions.

Control and Eradication of Pest Infestation

The following preventative measures shall be adopted in the control and eradication of pests such as rats, mice, cockroaches and flies:

• Food shall be kept off the floor; neglected spills provide ample food for insects and vermin.

• Surplus food shall be kept in sealed containers. Open food shall be covered to prevent flies landing on it and causing contamination.

• Lift shafts used for transporting food shall be regularly cleaned and checked for pest infestation.

• Incoming goods shall be examined for rodent damage. Any material so found should be rejected.

• Waste disposal areas shall be kept clean and tidy. Bins shall have close fitting lids to prevent access by vermin and insects.

• Drains shall be maintained in a sound condition to prevent access by vermin and insects.

• The suitability of insecticidal aerosol sprays for use in food rooms shall be checked before use is considered and shall never be sprayed in the vicinity of open food.

• All sightings of rats, mice, cockroaches or other vermin shall be reported to the Catering Supervisor immediately.


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10.2.2 Catering Staff 10.2.2.1 Medical Examination

Pantry and cafeteria staff shall have valid Medical Cards issued by Kuwait Ministry of Health. Contractor staff should be seen by their line supervisors prior to their starting work to ensure they meet a reasonable standard of hygiene.

10.2.2.2 Clothing

All food handlers must wear appropriate protective clothing including hair coverings. Safety shoes shall be provided and be worn. Pot washers shall wear gloves. Food preparation clothing shall not be worn outside the building. Protective clothing shall be changed at least daily or more often if required. Visitors to food handling areas shall also wear protective clothing including head covering.

10.2.2.3 Personal Hygiene

Hands need to be thoroughly washed after using the toilet, touching food (especially raw food), and any other part of the body, especially hair, before handling other food in preparation or service areas. The wearing of cosmetics and jewelry should be discouraged in catering areas. Eating, drinking and smoking inside the catering area shall be prohibited.

10.2.2.4 Illness

Any food handler suffering from an illness, or known to be in contact with an infectious disease, must report this immediately to their line supervisor. Medical clearance must be obtained before returning to work.

10.2.2.5 First Aid

Minor cuts, skin abrasions and burns need to be covered with a waterproof dressing. A suitable first aid supply shall be provided in each catering area and kept under the supervision of a Senior Supervisor. 10.2.2.6 First Aid Fire Fighting All catering staff shall be trained in the use of first-aid fire fighting (i.e. use of fire extinguishers, hose reels, etc.) and action to take in case of emergency.

10.2.3 Catering Equipment Catering equipment shall be robust and capable of being cleaned and sterilized easily

and safely. Dangerous machinery must be guarded and guards must always be in place when machinery is switched on. An interlock shall be provided between machine guard and machinery power switch to avoid accidents.

Only competent persons shall remove guards to clean, maintain or service

equipment. Staff must be adequately trained before working with any catering equipment.


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10.2.3.2 Gas and Electrical Appliances

When using gas appliances, staff shall ensure that the pilot light is alight before turning on the main supply.

Maintenance requirements for each appliance, as per manufacturer’s recommendation, shall be strictly enforced. When cleaning electrical appliances, staff shall ensure equipment is isolated from the power supply.

Staff using a microwave oven must be properly trained in its use and the correct methods of cleaning. Foil or metal must not be placed in the oven. Ensure that the oven is tested annually for radiation leakage.

Isolation points for gas and electricity shall be accessible and clearly marked.

10.2.3.3

This guideline is not intended to cover such specialized activities. In addition to

Hazards and Actions

All hazards and incidents must be reported as per the Company Procedures and requirements. Hazards include unsafe working practices, unsafe machinery or premises and an unsafe environment. Incidents include fires, injuries and near misses.

10.3 General Hygiene There should be at least one toilet for every 15 members of each sex, with each

being sufficiently ventilated, and not communicating with any workroom, except through the open air or through an intervening ventilated space. Every toilet shall be under cover and partitioned off for privacy and have a proper, locking door. Where people of both sexes are employed, the toilets for each sex must be placed or screened so that the interior is not visible, even when the door is open, from any place where people of the other sex have to work or pass.

Washing facilities shall include a supply of clean, running hot and cold water, soap and clean towels or other means of cleaning and drying. At least two wash basins for every 20 workers are recommended.

Toilets and washrooms shall always be kept clean. Separate sources of drinking and washing water should be provided.

10.4 Libraries

Adequate fire precautions such as adequate aisle width and escape routes shall be provided and clearly marked. A no smoking policy shall be enforced.

The floor loadings of proposed library areas must be checked prior to installation of the facilities. Bookshelves shall be secure and of adequate construction. Provision shall be made for easy access to books, for example, by provision of purpose-made stools or steps.

10.5 Laboratories


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general office safety precautions, refer to relevant document on Safe Work Practices in Laboratory.

10.6 Battery Rooms Each battery room shall be provided with appropriate fire detection/protection

system, ventilation, eye wash basin, a sink and a floor drain. It shall meet all relevant KNPC standards and requirements.

10.7 Reprographics

Reprographic equipment and chemicals can present hazards. The following practices shall be strictly enforced:

• a strict no smoking policy, • provision of local exhaust ventilation for specialist machines where necessary, • the use of protective clothing and equipment where necessary, • ensuring chemicals are correctly labeled and stored safely, • written instructions, procedures and training on handling equipment and

chemicals, • ensuring guards are fitted to equipment at all times and interlocks tested

regularly.

10.8 Cash Offices

Cash offices shall be secured, for example, have reinforced ‘bandit proof’ glass windows, and be fitted with alarm points for fire and robbery. They should also have adequate means of escape, ventilation and fire fighting.

10.9 Roads, Transport and Parking Facilities 10.9.1 Parking Facilities

Where parking facilities are provided, provision shall also be made for visitors’ vehicles. If parking facilities are enclosed, adequate ventilation facilities shall be provided. Lighting shall be sufficient for driving with the exit routes and fire fighting facilities clearly identified. Exit sign boards shall be luminous or properly illuminated for easy viewing at dark spots and during night.

10.9.2 Roadways

Roadways within the boundaries of the Company premises, including parking facilities, shall have safe speed restrictions. Road surfaces shall be maintained in good condition and lane markings, direction arrows and sign posts shall be clear and unambiguous. Pedestrian crossings and walkways should be considered. Staff should be encouraged during induction training to adopt safe driving techniques.

10.9.3

Only authorized staff shall be permitted to use Company vehicles. Regular maintenance checks shall be carried out on Company vehicles. Staff should be

Company Vehicles


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encouraged to drive safely and ensure training availability for safe driving techniques. 10.9.4 Road Transport

Road transport staff must be qualified to drive the particular type of vehicle and in possession of valid Kuwaiti Driving License. Company vehicles shall only be used for Company business and their use authorized by senior staff. Unauthorized passenger carrying in Company vehicles shall be prohibited. Drivers shall adhere to any maximum hours of work applicable to their particular type of vehicle and take the required number of rest and meal breaks. Fire extinguishers and first aid kits shall be provided in Company vehicles.

10.10 Security

Where security staff are employed to patrol the office premises at night, regular checks shall be carried out on door locks and windows.

The opportunity of the patrol shall also be used to identify potential hazards for both fire and safety. Security staff shall record visitors entering and leaving the premises. Visitors shall always be escorted by a member of staff in office buildings. Staff and contractors working outside their normal working hours shall notify their department head and security staff as applicable.

10.11 Gardening 10.11.1 General

On sites where there are grounds or gardens, provision shall be made for their maintenance and staff shall be fully trained in all aspects of their job. This includes the safety precautions necessary when using equipment such as tractors, mowers, chain saws, rollers and hedge trimmers. These types of equipment shall be fitted with relevant safety devices such as: circuit breakers for electrical equipment, instant stop devices or automatically reverting throttle controls and guarded exhaust systems or instant stop devices.

Correct tools shall be used for a particular job and kept in good repair. Regular inspection and maintenance of gardening equipment shall be carried out and a register maintained of these inspections.

Noise levels from machines shall be controlled, regularly monitored and precautions taken to keep exposures below prescribed limits.

Staff must also be aware of the hazards when handling chemicals and fertilizers. Adequate storage with fire detection and protection facilities shall be provided. Staff shall be provided with written information on the chemicals to be used and training given in the safe application and storage of such chemicals. Personal protective equipment such as gloves, boots or respiratory equipment shall be worn when handling hazardous materials. Precautions shall be taken against the risks of occupational disease, e.g. anthrax from bone meal or Wiles Disease from manure, and consideration given to tetanus protection. In addition, the dangers from toxic and irritant plants should also be considered.


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10.11.2 Verandas and Roof Gardens

All verandas and roof gardens must have guard rails, railings or a parapet and be at least 1 meter high. The floor loading must be adequate for use and the maximum number of personnel permitted on the floor identified. Emergency escape routes must be provided.

10.12 Vehicle Maintenance and Garages

Garage areas shall be provided with non-slip flooring. Parking bays should be provided, and entry and exit routes clearly signposted. Lighting shall be adequate in all areas and comply with the company standards and requirements. Staff shall wear proper personal protective equipment, such as coveralls, eye protection and safety shoes and use barrier creams as necessary.

Adequate fire detection and protection equipment shall be installed, i.e. fire extinguishers, sprinklers and alarm systems.

Equipment shall be regularly checked and maintained. Typical equipment will include air compressors, jacks, rams, lifting equipment, engine analysis machines, brake dust extractors, wheel balancers and various portable tools.

10.13 Building Maintenance 10.13.1 General Procedures and Instructions

Maintenance areas shall be restricted to authorized personnel. Office areas require regular maintenance and a formal system shall be established for checking the integrity of buildings, fittings, equipment and materials. A log of inspections shall be maintained.

10.13.2 Workshops and Stores

Access to workshops shall be restricted to authorized staff. Staff shall be trained in the use of machinery, protective equipment and emergency procedures. Machinery must be adequately guarded, positioned to minimize any hazard, and provided with emergency stop and isolation facilities.

Workshop equipment includes compressed gases, welding and cutting facilities, electrical testing bays and lifting aids. Equipment shall be regularly checked and maintained as per Company Procedures and requirements. Workshops shall be kept in a clean and well organized condition. Staff should be made aware of the benefits of good housekeeping and hygienic practices. There should be provision for emergency eye wash and first aid facilities.

All equipment must be regularly checked and maintained. Typical equipment will include air compressors, welding sets, equipment guards and interlocks, relief valves, fire protection equipment, local exhaust ventilation and various portable tools. Air receivers on compressors shall be inspected and tested every two years. Lifting equipment and pressure vessels should be subject to testing and certification in accordance with relevant KNPC Inspection and Corrosion Procedures and requirements.


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10.13.3

a) Routine office work including cleaning, servicing of office equipment / communication equipment/furniture does not require a work permit.

Work Permits

For certain aspects of potentially hazardous types of work, e.g. electrical work, work in confined spaces, work with asbestos or radioactive sources, hot work, excavation, scaffolding, and access to roofs, the guidelines and requirements as per Company Work Permit System shall be strictly enforced.

b) Maintenance cold work in buildings outside hazardous area (other than control rooms), which does not exceed climbing of ladder or scaffold over 2 meters (e.g. hand tool work, relamping, servicing of air conditioners, painting) also does not require a work permit.

c) Executing any work other than above requires a work permit issued by an authorized permit issuer assigned for that particular building. Shift safety Engineer / Shift Leader shall issue work permits for office buildings beyond the work-hours of the assigned issuer.

d) Confined Space Entry Authorization and excavation authorization shall be strictly enforced, whenever necessary.

e) Refer to relevant SH&E documents (i.e. PPE, Hand and portable power tools, Electrical Safety, Scaffolds and Ladders, etc.) for precautions for a particular type of work to be performed

10.14 External Storage Areas 10.14.1 Storage of Flammable Liquids

Provision shall be made for fire detection and protection facilities at storage sites; alarms including emergency and intruder alarm systems should be considered.

Whenever required, the local fire authorities shall be advised of the location of the storage area and the material being stored.

Flammable liquid storage shall be located at a safe distance from other buildings and storage areas and remote or segregated from drain systems. The storage area should be contained within a locked and secure compound with bunding capable of withstanding 110% of the capacity of the storage. Signs stating ‘HIGHLY FLAMMABLE, NO UNAUTHORISED ENTRY’ and ‘NO SMOKING’ shall be conspicuously displayed. Regular inspections shall be carried out to check the integrity of the bunding.

Gas bottles, such as acetylene and oxygen cylinders, shall be secured in an upright position and fitted with caps when not in service. Full and empty cylinders shall be segregated and labeled. Storage of small quantity of flammable liquids shall be in an approved type of safety container. Appropriate fire fighting equipment and Emergency Shower and Eye Bath shall be made available.


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10.14.2

Heating and air conditioning plant shall be regularly maintained by trained and competent staff and precautions adopted to prevent Legionnaire’s Disease (see Appendix-B). Concerned Team Leader, W/Shops & Gen. Works shall coordinate and ensure all precaution and requirements stipulated in Appendix-B are strictly enforced.

10.19 Rats and Cats Eradication

Office buildings shall be maintained at ratproofed condition in order to prevent the ingress of rats and cats into or under buildings or other structures from the exterior or from one building or structure to another. This ratproofing consists essentially of the closing of all openings in the exterior walls, ground or first floors, basements and foundations, that maybe reached by rats/cats from the ground by climbing or by burrowing.

11.0 FIRE PRECAUTIONS AND EMERGENCY PROCEDURES

Chemical Storage

The same precautions shall be adopted as for storage of flammable liquids and ventilation shall be provided whenever necessary. Staff should be aware of the requirements for protective equipment and provided with details of precautions required for handling chemicals. Provision shall be made for the event of spillage or leakage.

10.15 Messengers, Couriers and Mailroom Staff

Mailrooms, stores and delivery points should be situated to allow safe access and egress for regular users. They should be aware of the correct procedure for lifting and carrying. Mechanical systems should be considered for heavy objects.

10.16 Field Visits

Staff who are required to go on field visits (e.g. visit at refinery operating areas), shall undergo specific training / orientation. Prior to embarking on a field visit, personnel shall ensure they have the necessary protective equipment and have complied with medical requirements. Staff on field visits shall be familiar with and comply with safety requirements in the area to be visited. On arrival at a location, staff shall report to the supervisor in charge and ensure they acquire the authority to proceed with their activities.

10.17 Traveling

Information and advice on relevant health and safety matters shall be provided to travelers. Accidents occurring during business trips shall be reported as per the requirements and procedure on Company Incident Investigation and Reporting.

10.18 Heating and Air Conditioning

The risk of fire varies according to the construction materials and configuration of office buildings, and the activities therein. Efficient fire detection and warning facilities, proper escape routes and good fire fighting equipment are required for


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protection. All requirements as per relevant KNPC engineering standard and Kuwait Statutory, Regulations and Requirements shall be met.

11.1 Fire Precautions

Prior to building occupancy, the following terms and conditions shall be established:

• The particular use or uses of the premises. • The means of escape in case of fire. This should embrace such matters as

emergency lighting, direction signs and measures such as compartmentalization to restrict the spread of fire, smoke and fumes.

• The means for fighting fire by persons in the building. • The means for giving warning in case of fire. • The installation of suitable Public Address Systems. • Gathering point outside the building established and properly marked. • The training of those employed in the premises on the action to be taken in

the event of fire. • Training drills, practices and equipment maintenance. • The maintenance of the means of escape and keeping them free from

obstruction. • The keeping of appropriate records. • The limitation of the number of persons who may be in the premises at any

one time. • Facilities for handicapped personnel.

A copy of the fire precautions as specified should be made available to staff, visitors and contractors, and copies held at a main entrance.

11.2 Escape Routes

11.2.1 Responsibility

The occupier of the premises shall be responsible for providing the means of escape, except where the Company does not occupy the entire building. In this case the Company should require the cooperation of the owner of the building and/or the other occupiers.

11.2.2 Definition of an Escape Route

An escape route is defined as “one enabling a person to reach safety by his own unaided efforts”. The route shall lead to the final exit from the premises according to the type and layout of the building, and free movement from that exit shall not be impeded.

11.2.3

Every person in a room or work area shall be able to reach an exit quickly and easily. In this respect, the arrangement of furniture is very important. No point in a room

Distances and Dimensions

The distance a person has to travel from a point in a passageway to a safe place shall not be so great as to present a threat to life. In general, a distance of 25m is considered acceptable. However, where there is a means of escape in only one direction, a distance of not more than 15m shall be regarded as maximum.


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shall be further than 12m from a corridor unless a second door is provided so that the angle included between lines joining the two doors to any such point is 45 degrees or more. Similarly, no point in an inner room shall be more than 12m from the exit door of the outer room unless a second exit door is available in the outer room, as described above. Inner rooms shall have clear vision panels and shall not be in an area of high fire risk.

11.2.4 Maintenance

All means of escape shall be properly maintained and kept free from obstruction with route of escape being clearly marked and staff made familiar with the route to be followed. Escape route signs shall be conspicuous and either photo luminescent or clearly visible by emergency lighting. Sign sizes and colors should comply with relevant Company HSE standards and requirements.

11.2.5 Emergency Drills

The only satisfactory way of ensuring that personnel know what to do in an emergency is to conduct drills to assess procedures and evacuation time. Emergency alarms must be clearly audible in all parts of the office complex. Emergency alarms shall be tested on a regular basis during office hours, for example the first Monday of the month. It is recommended that a full evacuation is held at least once a year. Full evaluation of emergency procedures and evacuations shall be carried on a regular basis.

11.3 Fire Detection

Typical areas where fire detection equipment should be installed include rooms where computers are left operating, ventilation ducts, fuel stores, stationery stores and catering areas. Alarm systems range from the simple manual “break glass” type to more complex automatically activated systems. Some systems incorporate radioactive sources. Fire alarms and detection systems should be regularly checked and maintained at least every 3 months.

11.4 Group Leaders

Certain members of staff shall be appointed as Group Leader. Their identities and responsibilities should be publicized. They should have training, defined duties in an emergency and should participate in regular fire drills and exercises. Wherever possible a deputy should be appointed. The ratio recommended is 1:50.The Group Leader or his deputy should have identification vest and microphone for use during emergency situations.

11.5 Fire Prevention 11.5.1

Flammable materials shall be kept in metal cabinets and appropriately labeled. Staff should return all flammable materials to the metal cabinets after use and at the end

Housekeeping

A high standard of housekeeping is a key factor in fire prevention. Designated “No Smoking” areas shall be clearly identified. It shall be standard practice that matches, ash and cigarette ends be disposed of in ashtrays and not in waste paper bins.


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of each working day. 11.5.2

Floor carpeting is not recommended. If used in a special place like VIP office, it shall not be continuous.

11.5.3

General Precautions

Any gas appliance shall be properly piped to the supply, electric kettles shall be used in preference to radiant rings, and in all cases appliances shall not be used on the floor but on a table or another suitable raised and flat surface.

All electrical apparatus must be properly installed. All wiring and plugs must be sound. Pilot lights and flame failure devices on gas equipment should be regularly checked for effective operation.

Extra safety precautions shall be taken where electrical equipment is continuously switched on, e.g. additional fire detection and warning facilities or security patrol checks. The use of private supplementary appliances, such as portable oil stoves, coffee machines, radiant electric fires and gas stoves shall be forbidden.

Specific Precautions

The primary fire precautions for office buildings shall be the compartmentalization of areas of the buildings by separation with fire resistant materials and the inclusion of fire-proofing measures.

The extent of compartmentalization depends on the assessed fire risk. The measures may include the incorporation of fire doors, fire dampers within ductwork and fire barriers both between floor levels and between rooms or groups of rooms. Fire-proofing measures would include the protection of steelwork and appropriate selection of building materials.

Further recommended fire precautions include the provision of fire detection systems linked to a fire alarm system. There may also be need for automatic fixed installations to extinguish a fire or to minimize its rate or extent of spread. In a few instances, smoke venting facilities may be necessary.

11.6 Fire Fighting Equipment All office buildings shall be provided with appropriate fire fighting equipment and

detection system (i.e. hose reels, fire extinguishers, alarm system, smoke detectors, etc.) and shall meet company and statutory regulations and requirements.

11.7 Staff

All staff should be familiar with evacuation procedures, how to raise the alarm, and the locations of fire exits and muster points. Fire exits and escape routes shall be kept clear and unobstructed at all times; fire doors shall be kept closed and be properly labeled. Lifts shall never be used in a fire situation and arrangements shall be made to isolate them on the ground floor. Suitable arrangements should be made for the evacuation of disabled staff. When leaving a building in response to a fire alarm, personnel shall shut windows and close doors behind them to reduce the extent and rate of spread of fire.


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11.8 Communications

A dedicated emergency communications system shall be made available with provisions for its protection in the event of a fire. This consists of fire bells, alarm points, telephones or intercom or paging system. Where telephone systems are installed these shall be clearly labeled for emergency use. All emergency communication systems shall be tested at least on a monthly basis.

11.9 Contingency and Emergency Planning

Emergencies which may occur in addition to fire may include: bomb threats, explosions, terrorist attacks, flood, building collapse and storm damage; there shall be written procedures for dealing with such events. It is essential that all staff know their duties, responsibilities and the correct procedures, and this is why regular practices are so important.

11.10 Tenanted Areas

In offices which have tenanted areas, co-operation between owners and tenants is required. The roles and responsibilities of the various occupiers in an emergency should be clearly stated. Details, such as the interactions of separate fire alarms, fire escapes, first aid rooms and provision of fire fighting equipment shall be clearly outlined. These shall be included in joint Emergency Plans. Insurance and interface with government bodies should be considered.

The Emergency Plans need rehearsal involving all relevant parties.

12.0 FIRST AID AND OCCUPATIONAL HEALTH ARRANGEMENTS

12.1 General

Every office shall have facilities to provide early treatment of injuries with the minimum of delay. The equipment required depends on the number of employees, but can range from a simple first aid box to a large medical department, with qualified medical staff.

12.2 First Aid and Medical Staff

All offices shall have professionally trained and fully qualified first aid staff. The number of first aid staff varies with the number of employees, and shall take into account any shift working.

First Aid staff shall have regular refresher training and shall be kept up to date with current developments.

Security staff should also be qualified in first aid, especially when available during out of hours working.

12.3 First Aid Equipment 12.3.1

First aid kits shall be provided, at the rate one for every 100 employees. The first aid

First Aid Kits


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kits shall contain antiseptics, bandages and medicines with valid expiry date, at all times. A trained nurse registered with the Ministry of Health Kuwait shall be in-charge of first aid kits. The first aid shall be administered by the nurse or trained first aider. A Medical Procedure and Guideline shall be prepared as reference in the periodic inspection and replacement of medicines on first-aid boxes.

12.3.2

• glazed sink with hot and cold water always available (during working hours)

First Aid Rooms

A dedicated First Aid Room shall be established in or close to the office area when the number of employees exceeds 100. The First Aid Room must be a separate room used only for the purpose of treatment and rest, maintained in good order and in a clean condition. It shall have a floor space of not less than 9m² with smooth, hard, impervious walls and floor and shall be provided with ample means of natural and artificial lighting.

The minimum equipment which shall be provided in the First Aid Room is:

• table with a smooth top • means of sterilizing instruments • supply of suitable dressings, bandages and splints • couch • stretcher • foot bath (or basin or bowl suitable for use as a foot bath) • blankets and hot water bottles

A suitably qualified person must be in charge of the First Aid Room and should be readily available at all times during working hours. A record of all injuries or illnesses treated in the First Aid Room must be maintained by the person in charge.

12.4 Injury Reporting

All injuries, no matter how minor, sustained by staff, contractors and visitors on KNPC premises or business must be reported as per the Company Procedures and Guidelines for Incident Investigation and Reporting.

12.5 Prevention of Back Injuries

Back injury is a common form of office injury. It is important that staff are aware of the possibility of injuring their backs and the correct precautions to take to avoid injuries occurring. Staff involved in lifting work, e.g. storemen should receive specialist training in the correct methods of lifting and carrying objects.

In very general terms, the following points can help prevent back injuries amongst office workers:

• sit with support in the small of the back

• do not sit for long periods

• Bend the knees not the back when lifting, keeping the load close to the body with a firm grip.


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13.0 CONTRACTORS

Employment of contractors will vary from temporary office staff to long term contract office based staff, to cleaning staff and construction workers. In all cases the contractors shall completely enforce the terms, conditions and requirements stipulated in Company HSE Guidelines for Contractors.


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Appendix-A

Kuwait National Petroleum Company BASIC HSE AUDIT CHECKLIST FOR BUILDINGS

Date of Audit:………………………..……..

Building :……………………………………….…Floor:………….. Room:………..…..Corridor:……….…….…

Audit Performed By: …………………………………………….………..….…… Tel. No….....................

…………………………………………………………….… Tel. No……………….…….

AUDIT ITEMS * FINDING COMMENT ASSET CUSTODIAN FEEDBACK A B C

1.0

WALKING SURFACES

1.1 Aisle (walking passage) are established and kept clear

1.2 There are no tripping hazards present

1.3 Floors are even with no holes or cracks

1.4 Carpets, rugs, and mats do not present tripping hazards

1.5 Floors are kept dry, hygienic and not slippery

1.6 Entrance mats are available for wet weather

1.7 Outside walkways and stairs are in good repair

2.0

BOOKCASES, SHELVES, CABINETS, DRAWERS

2.1 Wall shelves / racks are secured from tipping

2.2 Shelves are not overloaded 2.3 Drawers are closed when not in

use

2.4 Only one file drawer is opened at a time to prevent tripping

2.5 General condition good 3.0

ELECTRICAL HAZARDS

3.1 Extension cords are not used as permanent wiring and are unplugged from wall outlet when not in use

3.2 When used, all extension cords are 3-wire type and in good condition with no splices or broken insulation

Sheet 1 of 4


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3.3 If used, multi-outlet power strips are certified and have circuit breakers

3.4 Extension cords and power strips are plugged directly into wall outlet and not into other extension cords or power strips

3.5 Equipment power cords are in good condition with no splices or broken insulation

3.6 Plugs are in good condition with no exposed wires and the ground is not removed from 3-prong plugs

3.7 Wall outlet and junction box covers are in place

3.8 The area in front of electric circuit panels is clear (at least 36 inches open area)

3.9 Use of multi-point sockets is avoided

3.10 Wires or extension do not run under carpets or rugs, or through doorways, or other traffic areas

3.11 Wires not laid across floors 3.12 Emergency generator available

and tested periodically

3.13 Periodic testing of ELCB 4.0

STAIRWAYS, RAMPS, CORRIDORS, STORAGE AREAS

4.1 Adequate lighting is in place 4.2 Adequate emergency lights

provided and working

4.3 Ramps have non-slip surface 4.4 Stair treads is in good condition 4.5 Stairways and corridors are kept

clear and are not used for storage

4.6 Handrails are installed and in good condition

4.7 Guardrails/guards are installed where needed

4.8 There is no storage within 18 inches of sprinkler heads (24 inches of the ceiling where no sprinkler system exists)

4.9 Appropriate ladders are provided for high storage areas

4.10 Access Door not obstructed 4.11 Good storage practice 4.12 Machine Guards in place

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5.0 OFFICE EQUIPMENT 5.1 Chairs are in good condition and

adjustable (where appropriate)

5.2 Paper cutters are equipped with a finger guard, the blade spring is functional and the blade lock is in place

5.3 Step ladder/stool is available for use, where needed

6.0 FIRE PREVENTION, EMERGENCY EXITS, HOUSEKEEPING 6.1 Fire Extinguishers are not

obstructed and prominently displayed

6.2 Fire doors’ access not blocked 6.3 Exits are unobstructed and kept

unlocked during normal business hours or special events

6.4 Exits are properly marked and exit signs are illuminated

6.5 (a) Good housekeeping is practiced, spills are quickly removed, and excess paper and trash are discarded/recycled

(b) Sufficient bins provided to segregate hazardous and non-hazardous materials

6.6 Flammable and combustible liquids are stored properly. Emergency information available

6.7 Electric space heaters are certified and with working temperature controls and trip switches

6.8 There are no holes through walls or ceilings and all ceiling tiles in place

6.9 Occupancy limits are observed and system exist to know a head count at any time

6.10 Gathering point marked properly 6.11 First aid boxes available 6.12 Electrical Shock chart displayed 6.13 Fire alarm break glass points 6.14 Smoke Detector System 6.15 Fire Hose reels 6.16 Fire Pump System 6.17 Paging Alarm System 6.18 Fire Hydrant / Hose Point 6.19 Halon System 6.20 Other protection System Sheet 3 of 4


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7.0

WORKSTATION ERGONOMICS

7.1 Monitors are directly in front of users, the top of screens are at or slightly below eye level and at least ½ meter away

7.2 Monitor are positioned to avoid glare by adjusting window shades or lighting and/or using glare screens

7.3 Chair / keyboard heights are adjusted to keep hands, wrists and forearms parallel to the floor with arms positioned naturally

7.4 Chair and footrests heights are adjusted to keep thighs parallel with the floor

7.5 Document holder are used to keep documents next to and at the same level as the monitor screen

8.0

OTHERS

8.1 Compliance to Company guidance on disposal of solid waste.

8.2 Compliance to company guidance on the discharge of contaminated water

8.3 Compliance to recommended work space per person (i.e. 18 m³, 7.2 m² in floor area and not less than 2.5 m in ceiling height)

8.4 Hygiene

REMARKS

LEGEND

CODE (* FINDINGS) DEFINITION A - Fully Satisfactory Does not require further improvement B - Fair to Poor Requiring improvement / urgent action required C Not Applicable Sheet 4 of 4
