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Visual tagging is key to best practice for work at height

Falls from height continue to be one of the most common causes of fatal and major injuries to workers and therefore managing the risks of working at height is still an important issue and one that is addressed time and time again by the Health and Safety Executive (HSE).

Frequently in the news we are notified of incidents as a result of a fall from height, with the majority of incidents being reported on construction sites. As well as the other important working at height practices such as the correct and efficient selections of personal protection equipment (PPE), an inspection and visual tagging system can also play a significant part in the process and is one that should be carefully considered and implemented effectively into workplace procedures.

Although a visual tagging system is not a legal requirement, such is the significant benefit of using such a system that many leading businesses and organisations have adopted the process as best practise thereby helping them to improve their and their industry’s workplace safety. As a result of this approach, visual tagging is now becoming more commonplace.

The Work at Height Regulations, which consolidated previous UK and European legislation on work at height, came into force in April 2005 (revised 2007). The regulations apply to all work at height, both internal and external, where there is a risk of a fall liable to cause personal injury. This includes all work at height both above ground level and below such as work in or around excavations.

The regulation states that for projects involving working at height, a risk assessment should be completed to determine the appropriate equipment and provide guidance on inspection. This risk assessment should also be provided to contractors before any work commences. Selection of the equipment should take into account a range of factors such as ground conditions, duration, frequency of use and additional risks posed by use, installation and removal of the work equipment.

The regulations also state that inspections should be carried out on all equipment used within the project and that records of those inspections are kept on site.  Visual tagging systems allow the duty holder to display this important information for all users to see.

Visual Tagging Systems
Visual tagging is the process of attaching a tag (holder and insert) onto an item of equipment that shows its latest status. The tags provide specific details of inspections, maintenance work and asset ID number and location or any other information relating to the equipment/area. Removing the insert from the holder means that any item of equipment can be instantly displayed in a ‘Do Not Use’ status. Having this extra level of communication allows managers and employees to make informed decisions rather than risk making assumptions. An effective tagging system communicates a clear message and can help reduce the potential of miscommunication.

The potential consequences of inefficient inspection procedures were highlighted in November 2009 when two companies were fined a total of £126,000 for their involvement in an incident in Milton Keynes on the 11th April 2006 in which one man died and two others were seriously injured during a major scaffold collapse. As well as other failings in the design of the scaffold which meant that it was overloaded, the HSE investigation also found that no inspection had been carried out for two months before the accident so its faults were never identified and workers continued to use the structure until it ultimately failed.

The ‘do’s’
Whilst an effective visual tagging system is recognised as best practice, it is important that the system adheres to workplace practices; some of which are commonplace in other areas of safety management. Firstly, inspections must be carried out in accordance with the regulatory inspection intervals by a competent person who is fully educated in the requirements of the system in place. The equipment must be regularly inspected and maintained as outlined in the Working at Height, PUWER (Provision and Use of Work Equipment) and LOLER (Lifting Operations and Lifting Equipment Regulations 1998) regulations or any other regulation relevant to the type of equipment being used.

In terms of best practice for visual tagging, the tags must be clearly visible where no effort is require for workers to see them so there is more chance of the tags being noticed; a tag’s effectiveness is hindered if it is not immediately visible to the user. For example, on scaffolding a tag should be attached to all legal access points, i.e. the ladders and stairways used to access the scaffolding platforms. This ensures that workers can clearly see the current status of the scaffold as they access the structure.

It is also imperative that the correct tag is used for a particular item of equipment. There are a wide variety of tags available in the marketplace that help employers meets their legislative requirements in relation to equipment inspection. Specifically for work at height, visual tagging solutions are available for scaffolding, mobile towers, podiums, ladders and fall arrest equipment.

Bancroft, a mechanical and electrical services company, has successfully adopted a visual tagging system for their podium inspections. Jason Dodd, Health and Safety Director for Bancroft, explains: “The environments that we work in could be very dangerous if the proper procedures were not followed. We work hard to train all our staff in health and safety to make sure that they are aware of the dangers that they could face. However, because working at height is a high risk procedure we want to put in an extra layer of protection for both them and the company.”

Jason continues: “We use tagging systems for our podiums to control inspections, maintenance and identification. The tag contains a quick-reference podium inspection checklist to run through each time before a podium is given the all clear. The podiums can only be used if they are physically signed off onsite by trained supervisors or managers. The system really helps as it gives a very visual indication that the equipment has been inspected and passed or failed. Likewise, it will also show if the equipment is unsafe to use as the insert can be removed to display ‘Do Not Use’ on the holder.”

By putting this system in place within the company, Bancroft has made sure that it complies with the working at height regulations and if any incidents or accidents do happen, they are able to quickly find out why and how. It provides the company with an extra level of protection should a case be brought against them.

The ‘don’t’s’
With a large number of copycat products available on the market it is hard to distinguish between suppliers that are just producing a product and those that are experienced and knowledgeable on the subject. Arguably, many copycats don’t comply with signage regulations on their tags, with many displaying tags with a yellow holder for prohibition signage instead of the internationally recognised red on white. This demonstrates a lack of understanding of basic health and safety regulations and should be avoided.

One of the benefits of visual tagging is the simplicity of the tag and holder system. Many copycat systems on the market have tried to come up with different systems that are often too complicated and not as effective. It is best if a system is simple and easy to use and is supplied from a reputable company that has the experience and knowledge to advise on what is best for business.

However, systems can be over simplistic. The colour coded system, that is still used widely, has come to be frowned upon by the HSE for its over simplicity. The HSE maintains that by colour coding equipment a full history of the item is not immediately apparent to the user. Whether equipment is colour coded using paint or cable ties the system is open to assumption and misreading. Using non colour coded visual tags complete clarity is ensured. The tag shows when the last inspection was, when the next is due and whether it was safe to use at the time of inspection. If the insert is removed it displays a statutory warning notice ‘Do Not Use’.

It must be noted that a visual tag should not be labelled as ‘Safe to Use’. An item of equipment is only safe to use at the time of inspection. A number of things that could change the status of equipment can happen between the time of inspection and when a worker uses it. If it is identified as safe to use, it can jeopardise a worker’s safety and be costly for the offending company. An effective visual tagging system will clearly state ‘safe to use at time of inspection’.

With a multitude of pressures being placed on businesses to improve productivity, efficiency and profit, there is always a danger that safety is viewed as an irritant in achieving those goals.  Unfortunately ignoring simple safety responsibilities can potentially result in accidents or incidents which can cost businesses substantial sums of money over and above the physical impact on their workforce and their business reputation.  Ongoing inspection and communication is the key to a safe workplace.  Visual equipment status tagging systems can go a long way to ensuring that employees have up to date information and are empowered to recognise potential incidents thereby promoting a safer working environment.