Where to Start with Security Management – 95 Must-Dos to Get You Started from Scratch

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The last edit to this post was made by yinkuilin6868 on 2015-12-15 at 16:23. Preliminary steps: 1. Mobilization meeting – Hold an EHS promotion mobilization meeting, with the participation of all employees in the factory, including the management. 2. Appoint a management representative – preferably the second or third highest-ranking executive in the company, as this will make implementation more efficient; the appointment letter for the management representative should be issued by the CEO ； Archive and publish. 3. Appoint employee representatives – The management representative shall appoint employee representatives; it is preferable to have them in each department and each workshop ； Archive and publish. 4. Determine the organizational structure and responsibilities of the EHS management system — identify the roles and responsibilities of each department in implementing the system. 5. Safety Production Committee — Determine the organizational structure and responsibilities of the Safety Production Committee. 6. Establishment of an implementation team – Each department should designate a representative to form the company-wide implementation team, which will also serve as a liaison for that department. Drawing of various types of plans 7. Factory location map – including surrounding residential areas, roads, industrial facilities, rivers, streams, and protected areas, etc. 8. Department operation flowcharts — A process for the daily work of each department. 9. Production process flowchart – Refers to a flowchart of the production process. 10. Plant floor plan – to help understand the scope of certification and the progress of related work; it is also necessary to record the dimensions and area of the plant ； Chemical storage location ； Location of the underground tank. 11. Diagram of domestic wastewater/industrial wastewater/industrial exhaust gas discharge pipes – show where the pipes enter and exit (install direction indicators on the pipes on-site), and indicate the locations of relevant manholes, septic tanks, sewage discharge outlets, and exhaust gas discharge outlets. 12. Power pipeline diagram — shows the location of the factory’s power pipelines. **Collection of relevant materials 13. Occupational health impact assessment report (form) and approval from the health supervision agency. 14. Occupational health monitoring report for the workplace – air quality at the work site (workshop), including dust levels, concentrations of toxic and harmful substances, noise, high temperatures, etc. 15. Occupational health inspection report (form) and approval from the health supervision agency. 16. Safety assessment – Conduct pre-safety assessments, safety acceptance assessments, comprehensive assessments of the current safety status, and specialized safety assessments as required by law. 17. Safety Production License – Required by law for enterprises with a high level of risk, such as those involved in chemical production, coal mining, construction, etc. 18. Certificate of compliance with safety regulations – issued by the Environmental Protection Bureau and the Safety Supervision Bureau, proving that the company has not been subject to any penalties in the past two years. 19. Certificate of Approval for Fire Protection Facilities – A certificate issued by the fire department of the public security bureau after inspecting the company’s fire protection facilities and confirming their compliance. 20. **Item Use Permit – such as the potassium cyanide being used. 21. Certificate of compliance for lightning protection facilities – The company’s lightning protection facilities must be inspected annually. 22. Collect letters, emails, fines, rectification notices, and other documents from third parties related to environmental & occupational health and safety. 23. Collect all previous audit reports related to environmental & occupational health and safety (including internal audits or second/third-party audits). 24. Environmental impact assessment report (form) for the construction project and the approval from the environmental protection agency. 25. Waste water, waste gas, and noise monitoring reports — Waste gas and waste water emission concentrations ； Noise levels at the factory boundary. 26. “Three simultaneities” (completion) acceptance report (form) and approval from the environmental protection agency. 27. Industrial wastewater discharge permit – a certificate issued by the Environmental Protection Agency, granting the company’s wastewater treatment facilities the right to discharge wastewater ； Waste Discharge Registration Form ； Waste discharge fee records. 28. Regular monitoring reports from the Environmental Protection Agency – Results of the agency’s periodic inspections of the company’s wastewater treatment facilities. System training. 29. Training and records on the EHS system (record forms, exam papers) – Including information on the origin, significance, and structure of the system ； Standard terms, etc. Collection of laws, regulations, and other requirements: 30. Collect the EHS laws and regulations applicable to the company, prepare a list thereof, and assess their compliance. 31. Collect requirements and complaints from customers, regulatory authorities, and other relevant parties, prepare lists, record the outcomes of handling them, and assess their compliance. Hazard identification and assessment 32. Hazard identification and assessment training – Provide training on hazard identification for team members carrying out this task. 33. Each department identifies and evaluates its hazard sources — fill out the departmental hazard identification and evaluation form. 34. Compile a summary table for hazard identification and evaluation ； List of unacceptable risks — to be approved by the management representative, filed, and distributed to all departments. Identification and evaluation of environmental factors 35. Training on identification and evaluation of environmental factors – providing training on identifying environmental factors to members of the implementation team. 36. Each department identifies and evaluates its environmental factors — fill out the Departmental Environmental Factor Identification and Evaluation Form. 37. Prepare a summary table for the identification and evaluation of environmental factors ； List of Major Environmental Factors – Approved by the management representative, archived, and distributed to all departments. Formulation of policy objectives 38. Establishment of the EHS policy — The company’s environmental, health, and safety policy is approved and issued by the top management. 39. Internal promotion of the EHS policy – Promote the environment & occupational health and safety policy internally by creating signs, cards, etc. 40. External communication of the EHS policy (to suppliers, customers, etc.) – The procurement/sales department and other relevant departments are responsible for communicating the environment & occupational health and safety policy to external parties. 41. Formulation of EHS target indicators and management plans — Establish target indicators and management plans that can be achieved through effort, based on data from the previous year; these are approved by the management representative, filed, and shared with relevant departments. Document preparation 42: Development of the EHS manual (primary document) – The EHS manual is prepared under the supervision of the management representative. It should include process flow diagrams, EHS organizational structure charts, maps showing the location of the factory, and attachments such as the appointment letter for the management representative. It also includes information such as an overview of the company, the EHS policy, and guidelines for procedural documents. 43. Development of EHS procedure documents (secondary documents) — Developed by the implementation officers or department heads; individual procedure documents can be shared with those of the quality system. The EHS management procedures include: management of special equipment ； Hazardous operation management ； Chemical safety management ； Personal protective equipment management ； Procedures such as fire management ； Emergency preparedness and response procedures ； wastewater ； Exhaust gases ； Waste ； Noise ； Energy and other procedures. 44. Development of relevant operational control documents for various departments (level 3 documents) – Safety management of chemicals ； Equipment Safe Operation Procedures ； Management of fire protection equipment and facilities ； MSDS ； Management of energy consumption ； Management of hydropower facilities, etc. 45. Development of record forms (Level 4 documents) – Forms related to Level 2 and Level 3 documents. 46. Distribution of system documents (levels 1, 2, 3, 4) — Distribute the system documents and provide training to personnel at each level to ensure compliance with the documents. 47. Document control and record control — can be managed uniformly by the quality system. **Chemical management 48: Compile a list of the **chemicals used by the company, and obtain the MSDS for these chemicals from suppliers – the Procurement Department is responsible for gathering the MSDS for chemicals (including, but not limited to: solvents, oils, gases, etc.) from suppliers based on the company’s list of chemicals. 49. Safe setup of chemical storage areas – Install safety signs/MSDS documents/leak-proof containers/absorbent cotton/extinguishers/protective equipment at temporary chemical storage locations on the production site. The storage of chemicals should adhere to the principle of separating acids and bases, solids and liquids, oxidizing agents and reducing agents, as well as flammable and combustion-supporting substances ； Ventilation/explosion-proof lights/explosion-proof fans/leakage prevention devices/fire-fighting sand/temperature and humidity control/safety signs/hazardous materials labels/additional protective equipment/fire extinguishers placed outside the door/switches and sockets installed outside the door/MSDS/certified personnel responsible for management. 50. **Chemical consumption – Determines the annual or monthly consumption of toxic, harmful, flammable, and explosive chemicals per unit of time.** 51. Prepare internal chemical MSDSs — The Technical Department is responsible for creating the MSDSs for internal chemicals. 52. Records of ozone-depleting substances and asbestos usage. Communication, Participation, and Consultation 53. Internal Communication – Materials related to communication and coordination with employees within the company, such as employee satisfaction surveys. 54. External communication – Informing external parties such as contractors and visitors about the company’s safety and environmental matters. Receive, handle, respond to external documents, and keep records. Waste management 55. Training and implementation of waste sorting standards – Waste sorting is implemented throughout the plant, with checks carried out to ensure its proper execution. 56. Internal hazardous waste list, handover records – records of hazardous waste handed over by various departments to the Administration Department. 57. Qualification certificates of hazardous waste recyclers — Permit for the disposal of hazardous waste / Business license / Operating permit for special industries. 58. Recycling agreement between the company and the recycler – The company must enter into a recycling agreement with a recycler for the disposal of its hazardous waste. 59. Handover records with recyclers – five-part hazardous waste transfer forms, records of the sale of recyclable waste. Emergency Preparedness and Response 60. Formulation of various emergency measures – Fires ； Chemical/oil spill ； Poisoning ； Biological hazards ； Injury accident ； Natural disasters such as typhoons and floods ； Water shortage ； Emergency measures such as power outage. 61. Planning and implementation of fire drills – Plan fire drills and organize all plant personnel to participate in their execution. 62. Planning and implementation of chemical spill drills – Plan chemical spill drills and organize relevant personnel from warehouses/production areas to participate in their execution. 63. Planning and implementation of other emergency response plans – accidental risks that occur relatively frequently and can lead to serious consequences. 64. Management of fire protection facilities – unified numbering, preparation of lists, and maintenance records (including fire extinguishers, fire hydrants, fire alarms, safety indicator lights, emergency lighting, fire pump rooms, smoke detectors, fire control panels, etc.) ； Create a flat fire evacuation map. 65. Maintenance of fire protection facilities – Enter into contracts with qualified maintenance companies for regular upkeep, and keep records of such maintenance. EHS requirements for relevant parties 66: Enter into EHS agreements with suppliers/recyclers/engineering contractors – the relevant departments shall conclude EHS agreements with their respective partners. 67. The Purchasing Department imposes safety requirements on suppliers – it purchases raw materials in accordance with the customer’s environmental protection requirements and demands relevant test reports. Personnel transporting hazardous materials are certified and make declarations as required. In the supplier survey and evaluation, requirements related to EHS are established ； The supplier notification should include EHS requirements. Relevant statistics 68: Statistics on the company’s consumption of resources and energy such as water, electricity, paper, liquefied gas, coal, diesel, natural gas, and gas from the previous year – it is sufficient to collect the relevant data from that year; there is no need for anything overly complex, as it is enough to know the amount consumed each month, or the usage per unit. 69. Statistics on monthly shipments by the company in the previous year — statistics on the total number of shipments per month. 70. Statistics on the product scrapping rate of the company for the previous year — Monthly statistics on the overall product scrapping rate. 71. List of main raw materials and auxiliary materials — Prepare a list of the main raw materials and auxiliary materials used. Documentation and assessments 72: Collection of qualification certificates for special positions – certificates for enterprise managers, safety officers, certificates for operating fire control rooms (level 5 firefighters), fire management certificates, certificates for drivers, first aid personnel, wastewater treatment workers, and workers in special occupations (boilermakers, forklift operators, crane operators, elevator operators, pressure vessel operators, electricians, welders, personnel responsible for pressure vessel safety management, pressure pipeline safety management, elevator safety management, boiler safety management, etc.), chemical management personnel, internal auditors, etc. 73. The company’s annual and monthly target assessment plans, which include elements related to EHS. Occupational health 74. Pre-employment occupational disease screening ； Annual occupational disease health check report (if an occupational disease is detected, corresponding measures must be taken) ； Medical examination for occupational diseases upon leaving employment ； Individual occupational disease monitoring file. Facilities and equipment 75: Equipment management – there is a maintenance plan for the equipment, regular inspections and upkeep, along with record-keeping. 76. Special equipment licenses and certificates – registration certificates for the use of boilers, pressure vessels, and pressure pipelines, annual inspection reports ； Inspection report for pressure gauges and safety valve accessories ； Forklift annual inspection report ； Crane annual inspection report ； Elevator use registration certificate, annual inspection report. 77. High-voltage power distribution room – meets regulatory and standard requirements. Ventilation ； Protection against small animals ； Half-year electrical and insulation inspection report for insulating shoes and gloves ； Protective tools such as insulating rods and insulating pads are fully available. 78. Management of facilities for water, electricity, paper, and oil consumption — labeling of various pipes with their names and flow direction arrows; using buckets to catch oil and water leaks from machines; conducting regular inspections and maintenance of the facilities; keeping records of maintenance activities as well as inspection records. 79. Existing environmental protection facilities and their operating status – Identify the existing environmental protection facilities and their operation records. 80. Details of bulk material storage — Inventory levels and contents in large storage tanks ； Age of the storage tank, throughput ； Protection measures such as alarms and ventilation for large storage tanks ； Written procedures for loading and unloading large storage tanks. Safety, environmental incidents, and occupational diseases 81. Incidents – Complete reports on the handling of various incidents (such as injuries, poisoning, spills, leaks, accidental releases into the atmosphere, etc.), in accordance with the principle of \"four no’s\": not letting go until the causes of the incident are identified and its course is understood ； Implement preventive measures ； Educate relevant personnel ； Deal with the relevant responsible persons. 82. Work-related injury insurance – whether it should be purchased and the associated fees paid in accordance with legal requirements. Interviews with relevant personnel 83: The interviewers are not limited to the general manager, management representative, head of the safety department, head of human resources and administration, production supervisor, and head of engineering and equipment. Operation and review 84: Pilot operation of the EHS system – a pilot operation of the EHS system is carried out across the entire plant. 85. Internal auditor training – Provide internal auditor training for members of the EHS implementation team, and issue certificates to those who pass the training. 86. Internal audit plan and implementation of EHS system internal audits — Developing the internal audit plan ； Select auditors or determine audit team leaders from among the trained personnel to conduct internal audits of the EHS system. 87. Follow up on the improvement of internal audit non-conformities – Implement improvements for these non-conformities on a step-by-step basis. 88. Management Review – The general manager convenes the management review meeting, with various departments submitting relevant reports to assess the performance since the start of operations and to identify matters that need follow-up in the future. 89. Pre-certification training – Provide pre-certification training for department heads and implementers, reminding them of the issues to pay attention to and how to answer questions. 90. Three-month system operation records — Keep records of the system’s operation for at least three months. 91. Pre-review by the certification company — Request a pre-review from the certification company. 92. Follow-up on pre-inspection non-conformities – Implement improvements for the non-conformities identified during the pre-inspection, from individual issues to broader aspects. 93. On-site audit by the certification company – Preparing for the on-site audit by the certification company. 94. Follow up on non-conformities identified in the formal audit – promptly address and close the non-conformities raised during the formal audit. 95. Certification is issued upon successful audit — issued by the certification company.