Electrical Equipment – Safety Log Book

Contents

  1. Introduction
  2. The Principles of User Checks
  3. How to Conduct a User Check
  4. Action of Finding Faults
  5. Frequency of Checks
  6. Records

Forms

Electrical Equipment Inventory

Master Chart Planner

Scheduled Check Record

Faults Log

Examples of Master Chart Planner

Scheduled Formal Check

Electrical Hazards

  1. Introduction

Electricity is essential to modern life. It is indispensable in almost all workplaces. Mostly it is used safely, but electrical equipment needs to be regularly checked to ensure that it is still in a safe condition.

The prime hazards from electricity are:

  • Shock;
  • Burns;
  • Fire.

By undertaking regular checks, the risks of these hazards are adequately controlled. Since you are using the equipment it is most likely that you are in the best position to spot potential problems before they become serious and cause damage or injury. You are the first line of defence.

The user checks that you have been taught here will not identify all faults that can occur on electrical equipment. There are other, more formal, inspections and tests that when combined with regular user checks, will help to ensure the safe function of the equipment. It is important that only properly trained and authorised people carry out these inspections and tests.

The following systematic approach will encourage employees to work safely with electrical equipment. It is important however that if you are in any doubt, you seek guidance from Line Management or the Health and Safety Manager.

  1. The Principles of User Checks

Electrical Equipment needs to be checked to ensure the safety of the people using it. Not all electrical equipment needs to be rigorously inspected, around 95% of faults on, or damage to electrical equipment can be found just by looking at it.

A competent member of staff can carry out visual inspections of equipment used in low risk environments (user checks). You need to know what to look for and what to do, to avoid danger to yourself or others e.g. switch off the equipment and remove the plug.

Some employees may feel that they do not want the responsibility of checking electrical equipment. The checks, however, are very straightforward and there is more danger from an undetected fault than there is from an incorrect user check. Since employees will be using the equipment, they are the most likely to be affected by a fault. To protect themselves, employees should undertake the following simple user checks.

  1. How to Conduct a User Check

You should be aware of the possibility of electric shock from faults existing in the equipment you are to check. Even though the equipment may appear to function normally, it is important to make the equipment safe before you undertake the user check. The simplest way to do this is to switch off the equipment and remove the plug.

Before actually starting the user checks detailed below, consider the one check that you are likely to be doing continuously. Are there any faults or problems that occur in normal use of the equipment? For example:

  • Is there a “crackly” or loose switch;
  • Does the equipment run hotter than it has in the past;
  • Have there been any obvious changes since the last user check?

If you are in any doubt as to the correct functioning of the equipment, then you should consult the manufacturer’s information or seek guidance from your manager.

You should check the equipment, the cable, the plug and the socket into which the plug fits.

It must be emphasised that this is a visual inspection and equipment must not be taken apart unless you have appropriate training.

Is the equipment in good condition? You should check to see if:

  • The equipment is being used for the purpose it was originally intended;
  • The equipment has been used in conditions where it is not suitable, e.g. a wet or dusty workplace;
  • There is any damage to the outer cover of the equipment or obvious loose parts or screws;
  • There is evidence of overheating e.g. burn marks or staining.

Is the cable in good condition? You should check to see if:

  • The cable covering is damaged, e.g. cuts, abrasion (other than light scuffing);
  • There are non-standard joints, for example taped joints in the cable;
  • The normal position of the cable will not result in damage, for example by being trapped or people walking on it.

Is the plug in good condition? You should check to see if:

  • The outer covering of the cable is securely gripped where it enters the plug and whether the coloured insulation of the internal wires is showing;
  • There are any broken or cracked parts in the casing;
  • There are any scorch marks on the plug casing;
  • The pins are bent.

Unless you have been trained, you should not remove the plug cover.

Is the socket that the plug goes into in good condition? You should check to see if:

  • There are signs of damage to the casing;
  • There are signs of overheating e.g. scorch marks.

The socket should not be touched if it is loose, or is damaged in a way that the wires can be touched.

  1. Action on Finding Faults

If you find faults, or damage that could cause danger rather than, for example, superficial scratches, the equipment must be:

  • Switched off (if it is not already) and unplugged from the mains;
  • Reported to a manager or other responsible person;
  • Recorded in the Faults Log;
  • Labelled/tagged clearly to indicate that it should not be used and describe, briefly, what is wrong with the equipment;
  • Stored, quarantined (where possible).
  1. Frequency of Checks

The condition of equipment can change with time, either through misuse, abuse or just normal wear and tear and will need to be checked at regular intervals. The frequency of the “scheduled” checks will be in relation to the risk assessment, the type of equipment, its location, the way it is used and by whom.

Electrical equipment used on a regular basis, particularly hand-held double insulated equipment and earthed equipment, such as floor cleaners and electric kettles should be checked regularly. Attention should be paid to cables (leads), plugs and extension leads connected to any equipment.

  1. Records

There are no specific legal requirements to keep records of user checks of electrical equipment. However, it is important to know which equipment has been tested and what the results are.

This information can help to:

  • Identify problems before the equipment causes damage, injury or fails to work;
  • Prove the checks have been carried out;
  • Allow an assessment of whether the frequency of checks is appropriate.

A system that uniquely identifies each item of electrical equipment will enable the records to be linked with specific items of equipment.

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Electrical Equipment Inventory

Premises:
Equipment/
Appliance / Manufacturer / Model Name/Number / Serial Number / Date Purchased / Where Purchased / Warranty Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N

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Master Chart Planner for Electrical Equipment Check

The Master Chart Planner should set you scheduled checks for the year. All staff must be aware of the intended dates and be aware of their role in the process.

The frequency and location priorities of the schedule check, can be assisted by the risk assessment process or other known factors e.g. reports of misuse of appliances, repairs, frequency of use, previous incident reports, information on the new service or equipment being introduced, availability of equipment and personnel to conduct the checks.

The location, room etc for the scheduled check, must be identified by inserting an (X) in the appropriate box. This can be the area where the electrical equipment is used, positioned or stored.

Please refer to attached samples for guidance and where necessary, contact the Health and Safety Manager for further advice.

Address: / Managers Name:
Location, room etc: / DD/MM/YY

Scheduled Check Record

Please refer to your Master Chart Planner for confirmation of scheduled checks, including the review period, to be undertaken for electrical equipment.

All items, including personal and communal (shared) equipment must be listed and any item of equipment that is considered hazardous be removed immediately for repair or replacement and details are to be recorded in the Faults Log.

Address: / Location, Room etc: / Date:
Check conducted by:
(print name) / Check conducted by:
(signature)
Equipment / Satisfactory (√) / Un-satisfactory (√) / Comments

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Master Chart Planner forScheduled Checks on Electrical Equipment

(3 Examples)

The Master Chart Planner sets the scheduled checks for the year. All staff must be aware of the intended dates and be aware or their role in the process.

The month of December 2007 has been established as a starting point in all examples. The frequency of the schedule check has been chosen by the risk assessment process or other known factors e.g. reports of misuse of appliances, repairs, frequency of use, previous incident reports, information on the new service or equipment being introduced, availability of equipment and personnel to conduct the checks.The location, room etc for the scheduled check, is identified by inserting an (X) in the appropriate box. This can be an area where the electrical equipment is used, positioned or stored.

Example 1 – Housing Support

Address: 5 New House Road. / Start date: 12/12/07
Location/room etc / DD/MM/YY
12/12/08 / 15/01/08 / 12/02/08 / 11/03/08
R / 15/04/08 / 13/05/08 / 10/06/08 / 15/07/08 / 12/08/08
R / 16/09/08 / 14/10/08 / 11/11/08
Kitchen / X / X / X / X / X / X / X / X / X / X / X / X
Dining room / X / X / X / X / X / X
Bedroom 1 / X / X / X
Bedroom 2 / X / X / X
Lounge / X / X / X / X / X / X
Garden shed / X / X / X

R = Estimated review period – may be determined by the risk assessment process.

Example 2 – Office

Address: Main Office, City Centre / Start date: 12/12/07
Location /room etc / DD/MM/YY
12/12/07 / 15/01/08 / 12/02/08 / 11/03/08 / 15/04/08 / 13/05/08 / 10/06/08 / 15/07/08 / 12/08/08 / 16/09/08 / 14/10/08
R / 11/11/08
Office reception area / X / X / X / x
Photocopy room / X / X / X / X / X / X
Kitchen / X / X / X / X / X / X / X / X / X / X / X / X
Training room (1) / X / X / X / X
Training room (2) / X / X / X / X
Small office (1) / X / X
Small office (2) / X / X
Main office / X / X / X / X / X / X

R = Estimated review period – may be determined by the risk assessment process.

Example 3 – Care Home

Address: 19 Pleasant Avenue / Start date: 12/12/07
Location/
room, etc / DD/MM/YY
12/12/07 / 15/01/08 / 12/02/08
R / 11/03/08 / 15/04/08 / 13/05/08 / 10/06/08 / 15/07/08 / 12/08/08 / 16/09/08 / 14/10/08
R / 11/11/08
Shared Lounge / X / X / X / X / X / X
Sensory room / X / X / X / X / X / X / X / X / X / X / X / X
Dining room / X / X / X
Bedroom (1) / X / X / X
Bedroom (2) / X / X / X / X / X / X / X / X / X / X / X / X
Bedroom (3) / X / X
Kitchen / X / X / X / X / X / X / X / X / X / X / X / X
Utility room / X / X / X / X / X

R = Estimated review period or as determined by the risk assessment process.

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Scheduled Check for electrical equipment

(3 Examples)

Example 1 – Housing Support

Address: 5 New House Road / Location, Room etc: Kitchen / Date: 12/12/07
Check conducted by:
(print name) / Check conducted by:
(signature)
Equipment / Satisfactory (√) / Un-satisfactory (√) / Comments
Kettle / √ / 1 – The cooker is hard wired directly into the mains supply and does not have a plug fitted. The cable and the condition of the appliance are considered satisfactory.
Microwave oven / √
Washing machine / √
Dishwasher / √
Cooker 1 / √
Sandwich maker / √
Refrigerator/Freezer / √
Toaster / √

Example 2 – Office

Address: Main Office, City Centre / Location, Room etc: Photocopy room / Date: 12/12/07
Check conducted by:
(print name) / Check conducted by:
(signature)
Equipment / Satisfactory (√) / Un-satisfactory (√) / Comments
Photocopier / √ / Plug damaged on binding machine. Replacement required (refer to Faults Log).
Shredder / √
Binding Machine / √
Laminator / √
Franking machine / √

Example 3 – Care Home

Address: 19 Pleasant Avenue / Location, Room etc: Lounge / Date: 12/12/07
Check conducted by:
(print name) / Check conducted by:
(signature)
Equipment / Satisfactory(√) / Un-satisfactory(√) / Comments
TV / √ / * To be included in the P.A.T. programme.
** This item is considered damaged and hazardous. It has been removed for repair or replacement (refer to Faults Log).
Video recorder / √
Lamp (small) / √
Lamp (large) / √ **
Stereo HI FI / √
Telephone charger / √
Electric fire / √ *

Faults Log

Date / Fault / Date Reported / Staff Sign / Date Repaired / Staff Sign

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Examples of hazardous electrical plugs and cables

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