TITLE:

ES&H Manual

 

DOCUMENT ID:

5100 Internal Inspection

 

 

1.0            Introduction

 

Purpose

 

Jefferson Lab is steadfastly committed to achieving its scientific mission and goals with minimal risk to its staff, users, visitors, the general public, and the environment.  Therefore, the Environmental, Safety, and Health (ES&H) Manual and its referenced standards are intended to provide clear and uniform guidance for accomplishing this mission in ways which satisfy our obligations and concerns with respect to hazards at Jefferson Lab.  The inspection process provides the assurance to laboratory staff and management that the guidance is effectively implemented.  This procedure provides structure and process to be considered and followed whenever inspections are performed.  The inspection process is a management resource for accomplishing tasks safely, efficiently, and effectively.

 

Scope

 

This chapter provides the general guidelines for performing inspections that assess the implementation of the requirements of the ES&H Manual and its referenced standards.  Individual interpretation of laws, rules, regulations, and contractual requirements variant from the manual is not germane to such inspections.

 

Applicability

 

This chapter applies to all routine, systematic inspections that serve to inform laboratory management of the status of implementation of ES&H Manual requirements.  It is not intended to apply to routine safety warden walkthrough inspections or the general safety awareness observations expected from all the staff.

 

Implementation

 

Department of Energy (DOE) has designated Jefferson Lab as a “low hazard non-nuclear accelerator facility,” i.e., the potential hazards are similar to those encountered in light industry and research laboratories.  Jefferson Lab management has determined that all assigned spaces must be inspected at least quarterly.  (Reference: ES&H Manual Chapter 2220 Landlord/Tenant Responsibilities).  Within this constraint, division management determines the frequency and extent of Environmental, Safety, Health, and Quality (ESH&Q) related inspections by considering the value provided by the inspection in the prevention and/or mitigation of the risks of the work or the results produced.

 

All divisions conduct periodic inspections of selected locations with the intended result of meeting the quarterly commitment.  Responsible managers may increase the priority or frequency of inspections.  The managers, who are cognizant of the risks created by the work under their purview, should ensure that inspection activities are appropriate for those risks by reviewing inspection reports and accompanying inspectors on occasion.  The Thomas Jefferson Site Office (TJSO) reviews summaries of inspection reports and participates, on occasion, in inspection activities.

 

2.0            Key Terms

 

Inspection – A process, performed by one or more qualified personnel, of examination of a target area, including its components, structures, systems, practices, and operations, against the standards and expectations described in the appropriate chapter of the Jefferson Lab ES&H Manual or its references including Occupational Safety and Health Administration (OSHA) regulations.  Performance of this process requires

 

·         Knowledge of the ES&H Manual and its referenced standard(s)

·         Observation of the applicable item/action attributes;

·         Comparison with the related standard(s) or expectations;

·         Determination of appropriate conformance/performance; and

·         Documentation and reporting of the results.

 

Designated inspector – A person who, on the basis of training, experience and qualifications, has been designated to perform inspection duties in his/her area of expertise.

 

3.0            Responsibilities

 

Associate Directors

 

Determine the extent of inspection activities and documentation, e.g., inspection results, inspector designations, and deficiency tracking/resolution, necessary to ensure that divisional ESH&Q responsibilities and expectations are met. This may include designating inspectors, identifying expected results of inspections and overseeing the tracking and resolution of identified deficiencies.

 

Department Managers

 

 

Division Safety Officers

 

 

Designated inspectors

 

4.0            Qualifications

 

Designated inspectors

 

Designated inspectors must be:

 

·         technically qualified

·         familiar with the relevant requirements of the ES&H Manual

·         able to recognize field situations that satisfy these requirements

·         able to clearly document such observations

 

Ideally, the inspectors should be independent of the particular activities being inspected to avoid any conflicts of interest in reporting and documenting results.

 

5.0            Program Summary

 

Planning

 

All inspections, whether routine, periodic, scheduled, or specifically assigned, are most effectively performed when they are properly planned.  Prior consideration of items such as the following can make the difference between a pro-forma exercise and a valuable activity.

 

·         What specific area is to be inspected?

·         What ESH&Q hazards and programs are relevant to the area?

·         What environmental concerns are relevant to the area?

·         What ESH&Q requirements apply here?

·         What particular attributes are to be considered in this inspection?

 

Responsible managers and designated inspectors should anticipate the need and prepare for appropriate inspections that support the overall work activity of their organizational unit.  In addition to being fully abreast of such activity, this requires awareness and knowledge of the appropriate portions of the ES&H Manual and the standards and references included in the Manual.

 

Process

 

Inspectors should avail themselves of the tools and materials necessary to accomplish their planned inspection, e.g.:

 

·         technical documents

·         checklist(s) if considered appropriate

·         drawings

·         flashlight

·         inspection mirrors

·         personal protective equipment.

 

            The inspectors should:

 

·         ensure that they have authorized and safe accessibility to all parts of the area or system to be inspected,

·         make meticulous observations of the planned attributes,

·         compare them with the related standard(s) or expectations, and

·         record appropriate comments to facilitate subsequent documentation.

 

During or immediately following the inspection, these observations (both positive and negative) should be discussed with the involved supervisor(s) and workers, with emphasis on those conditions needing immediate attention.  Inspectors should then record their comments and undertake other tasks assigned by division management.

 

Inspections may create an opportunity for dialogue among Lab staff, supervisors, and inspectors.  Useful information can arise about staff skills and resources related to tasks.  A discussion following an inspection concerning out-of-sight obstacles to safe work and needed improvements to systems and procedures may be of significant value in understanding and applying the recommendations in the inspector’s report.

 

Inspection documentation

 

Documentation resulting from inspections provides an important part of the laboratory’s history of integrated safety management.  This record should provide a clear picture of what was inspected, what was good, what was bad, and what actions were taken in all the ESH&Q topical areas.  Records of properly performed inspections and corrective actions are fundamental elements for consideration as a part of responsible managerial oversight and external reviews.  The inspection reports should provide sufficient detail to substantiate and identify the location of noted observations.  Inspectors should assist the responsible manager to efficiently resolve the deficiencies in accordance with division policy.  Division management is responsible for tracking noted deficiencies until closed.  Deficiencies with a risk code or significance level of 2 or higher must be entered into Corrective Action Tracking System (CATS).  The inspector or cognizant manager may choose to enter into CATS deficiencies with risk codes or significance levels of 0 or 1.

 

Copies of all inspection documentation should be provided to the Division Safety Officer and ESH&Q Reporting Manager who is responsible for reviewing these reports to identify cross-cutting issues and adverse trends.

 

 

 

ISSUING AUTHORITY

CHAPTER AUTHOR

APPROVAL DATE

EFFECTIVE DATE

EXPIRATION DATE

REV.

 

 

 

ESH&Q Division

Bob Doane

08/17/06

08/17/06

08/17/09

0

 

This document is controlled as an on line file.  It may be printed but the print copy is not a controlled document.  It is the user’s responsibility to ensure that the document is the same revision as the current on line file.  This copy was printed on 8/25/2009.