PROEIGHT HEADQUARTER SAFETY AUDIT REPORT

1.0 INTRODUCTION
A safety audit monitors the implementation of a safety aspect by subjecting each area of an
activity to a critical systematic examination with the purpose of minimizing loss, and providing a
safe working environment. It was done at Proeight Headquarter on 12th July 2010. The audit
covers all the level and area in the building. The audit started at about 9 am and ended at about
1030 pm.

2.0 OBJECTIVES
The objective of this safety audit is to verify compliance with legal requirements, identify health,
safety, security and environmental issues present at the office and recommend corrective
actions that can be made to improve existing condition.

3.0 SCOPE
The scope of the audit covers all health, safety, security and environmental legal
requirements, code of practice and guidelines.

4.0 METHODOLOGY
The inspection was conducted through a site walkthrough and inspection is made at all the
areas in the building. Observations were made and pictures were taken as evidence. Interviews
with employees there were also conducted to get as many information available and to get their
feedback regarding HSSE issues.

5.0 FINDINGS
Based on the observations and interviews made during the audit, there are several issues that
need to be raised and entail management attentions to improve the existing condition and
therefore, reducing risk and provide safe working environment to the employees there. The
findings are as follows:
5.0.1 Work environment
Indoor air quality monitoring was never done at the office. It is important to assess the office
condition such as humidity, ventilation rate and presence of contaminant. It is found that air
conditioning system and photocopy machine has no documented inspection. Interview with IT
Department staff indicated that laser printer is not fitted with ozone filter.
5.0.2 Housekeeping
Files are not properly arranged at the cabinet. Shredded paper bag not appropriately placed and
labelled. Boxes are found everywhere in the office. Cable and wiring of computer and extension
cord are not properly managed.
5.0.3 Safety Signage
Signage indicating fire extinguisher is not present at the location of fire extinguisher. There is
also no signage when cleaning is in process.
5.0.4 Chemical management
Small quantities of chemical are used in the office which includes printing inks, photocopier
toners, cleaning chemicals and correction fluids. These hazards together with the appropriate
safeguards are normally detailed in the material safety data sheets (MSDS). There is no list of
MSDS compiled for chemical used at the office.
5.0.4 Emergency response procedures
No first aid box available throughout the building for worker use in case of injury. There is one
fire extinguisher at ground floor that has no valid certificate. No evacuation map posted at first
and third floor. No emergency telephone number posted. Exits are not marked with an exit sign.
5.0.5 Training
Safety and health training is important as this will reduce room for human error and thus
practicing safe working procedures. Currently, there is no training that has been done for the
employees there.

6.0 RECOMMENDATION
6.0.1 Work environment
Indoor air quality should be done to assess the current situation and make improvements from
the result obtained. It is recommended that photocopiers are not placed on or in close proximity
to the personal workstations of office workers because of possible discomfort from the heat,
light and noise generated during the photocopying process. To keep ozone and dust containing
carbon black levels well below acceptable limits;
Have photocopiers regularly serviced
Ensure that an ozone filter is fitted to photocopiers and laser printers,
Ensure that there is adequate ventilation
Air-conditioning system provided must be regularly checked, kept clean and well maintained to
prevent a growth of Legionella bacteria or other organisms.
6.0.2 Housekeeping
Traffic ways and aisles should be kept clear of material, equipment, rubbish and electric leads,
Filing cabinets should be placed so that they do not open in to aisles and should never be left
with cabinets drawers open. For stability, load cabinets starting from the bottom and do not
open more than one drawer at a time. Cable zip will be bought and use to tie the cable and wire
together as to properly manage them.
6.0.3 Safety signage
Safety signage will be ordered and put at the fire extinguisher designated area. Wet floor
signage will be bought and gives to cleaner for their usage. Signage for shredded paper and
recycle paper will be put up to ensure good housekeeping.
6.0.4 Chemical Management
Get MSDS for each chemical from supplier, produce compilation of the MSDS, keep these
sheets up-to-date and keep them in a location where workers can consult them easily.
6.0.4 Emergency response procedures
Emergency evacuation procedures will be posted at strategic areas at each level and will
include emergency contact number. First aid box will be placed at the HQ in case of minor
injury. Emergency response team will be set up and communicate to all worker so that all staff
knew who to consult in case of emergency. Fire drill exercise will be performed at the office to
train staff in case of emergency.

6.0.5 Training
Safety and health committee training will be given prior holding safety committee meeting. This
is to ensure committee member know their task and how to carry out their responsibilities. First
aid training will be given to emergency response team member. Other training includes office
safety, accident notification and reporting and other training deemed necessary from time to
time.

7.0 SUMMARY

No

Picture

Findings

Recommendation

Person-in-charge

Laser printer is not fitted To check with supplier whether IT Department

with ozone filter
separate
ozone
filter
is
Laser printer placed near
available or not
personal workstation of To relocate laser printer not to
staff
be in close proximity with staff
workstation

No documented inspection To regularly checked and kept Admin and HSSE

for air conditioning unit
clean to prevent growth of
Indoor
air
quality
bacteria
monitoring was never To do indoor air quality
done
monitoring to assess the status
of air quality in the office

Poor housekeeping and cable Buy and use cable zip to properly IT
Department
management
tie all the cable together
and HSSE

Exposed wiring of electric Called electrician to rectify the Admin and HSSE
switch panel at Meeting problem
Room 3(Second floor)
Exposed wiring at ceiling

A lot of things is poorly placed

on the floor in front of boss
office

Files
are
arranged

Improper placement of
shredding machine
No label for recycle paper

not

Rearranged all the things properly

First Floor Staff

properly Put the files at the cabinet or if to All staff

be used, put it properly on a table

To buy a table for shredding Admin & HSSE

machine
To
label
recycle
paper
container

No safety signage to warn

workers of the wet floor

Instruct cleaner to use signage HSSE

when cleaning

Insulation of extension wire is Done a periodical check to identify HSSE

&
damaged
any damage to wiring appliances Department
and remove them from operation

IT

10

No proper signage to warn

about the hazard

Call electrician to rectify the Admin and HSSE

problems
Produce new safety signage
and place it

11

Small workspace area in

procurement filing room

Allow only one person to enter HSSE

the room at one time
To put signage at the entrance
door

12

Chemicals such as printing To get it from supplier, compiled it HSSE

inks, photocopier toners and and put at place where workers
cleaning chemicals have no can easily consult
MSDS

12

No exit sign at ground floor

entrance door

13

No valid
certificate

fire

To install exit signage at the door

HSSE

extinguisher To send to BOMBA to get fire HSSE

extinguisher certificate

8.0 Conclusion
After the audit was done, it is found out that a lot of HSSE issues such as scheduled waste,
chemical management, emergency response plan and trainings can be improved. This is to
ensure safe working environment thus protecting the safety and health of workers and the
environment. It is important to create a comfortable working environment so that workers feel
less exhausted and stressed in places where they have to spend long hours. Creation of a
comfortable working environment is also believed, will enable workers to put their abilities to use
more effectively and revitalize workplaces.