Risk assessment for storage areas
The University has many storage types in various locations and as such any guidance is aimed for all areas where equipment, materials and other items are stacked, shelved or held for periods of time prior to or between being used, as well as for archive or waste collation purposes.
The information set out below has been based on common findings and themes requiring on-going attention and review University-wide.
It is the responsibility of managers of storage areas to identify reasonably foreseeable risks associated with their storage areas and control the risks so far as is reasonably practicable.
All staff members that access storage areas have the right to enter an environment that has been made safe. Therefore, managers are required to identify potential risks associated with storing materials and to document the action they will take to mitigate these risks.
Risk assessment responsibility
The manager of a storage area will need to take responsibility for all assessments associated with their storerooms. Occasionally managers may need to assess a specific aspect of the storage process or area, alongside the need to check all assessments are adequate and sign them off at regular intervals.
Risk assessors need to be competent and managers need to ensure they have adequate training and resource to do the assessments. There is risk assessment training available and help and advice from your Workplace Health, Safety and Wellbeing adviser and safety specialists (for health and safety risks). In some cases, hazardous materials may be so unique that specialist advice may be required to make valid judgements about the risk and justify their conclusions.
Risk assessment process
The risk assessment process is a careful examination of what could cause harm, who or what could be harmed and how. It will help to determine what risk control measures are needed and whether managers and supervisors are doing enough.
To simplify the process, managers can use the health and safety risk assessment templates, risk estimation tool and guidance for all risks associated with storage activities and materials. Please refer to the risk estimation guidance (.docx) under how to carry out a risk assessment.
Storage area risks
The potential hazards and risks can be many and varied. You will need to be competent and familiar with the work or know where to obtain expert advice to ensure you have identified reasonably foreseeable risks. Here are some common storage hazards and risks:
- Access. Only those who have a need to access the storage room and have had training for the items inside should have access to this area. There should be correct signage, including relevant safety warning and GHS labelling for hazardous materials, detailing the hazards are in each storage area.
- Fire. Storage area should be kept tidy to ensure exit routes are not obstructed and that combustible materials such as cardboard or accumulated rubbish for disposal do not provide fuel for any potential fires. You should look to ensure you do not have more than the amount of chemicals you will need as some chemicals are flammable.
- Racking. Racking should be capable of supporting the intended loads and be properly fixed to prevent tipping You will need to find out what the safe working load (SWL) of the racking is and this should be marked clearly on the racking. The weight of accumulated items placed on each shelf should be assessed to comply with this SWL as overloading of shelves could lead to collapse. The racking should also be regularly inspected e.g. for bowed shelving, damaged supports, or loosened fixings.
- Storage of items and falling objects. Goods should be safely stored with the heaviest items at the bottom if possible. Items being stored should be stored at the correct temperature in accordance with guidance in the relevant safety data sheet. Items that are unsafely stored could lead to objects falling on staff below.
- Manual handling. Lifting and moving heavy items or repetitive movements can cause back injuries and muscular strains. To avoid lifting items which are too heavy, taking into account any reaching required, aids such as a trolley should be provided for use where possible. Staff should also be trained in proper lifting techniques for the items that they are handling.
- Machinery and equipment. Depending on the size of the store room and items held within it, it may be necessary for certain machinery and equipment to be used to help with lifting items. Equipment such as trolleys and pallet trucks can be used, and training should be provided to ensure competence. Some storage areas may require machinery such as a forklift truck. Those operating a forklift must have a license to do so. It is recommended a refresher course is completed, normally every 3 years. Machinery such as a forklift requires a thorough examination on its lifting parts (LOLER) and non-lifting parts (PUWER) every 6 or 12 months (please refer to HSG 76 (.pdf), Table 8 p61 for guidance). Records will also need to be kept of all required pre-use checks and planned routine maintenance. For more information see INDG422 (.pdf) and Rider-operated lift trucks (.pdf) from the HSE.
- Vehicle movement. If vehicles such as forklifts or cars are required to enter your storage area, you would need to devise a safe system of traffic movement to segregates pedestrians and vehicles. This would include a one-way traffic system, pedestrian only areas and a possible loading bay and allocated banksman duties.
- Chemicals and other hazardous substances. You will need to gather information regarding what chemicals are to be stored, how many are to be stored, whether they are hazardous and carry out a COSHH or DSEAR assessment which will help inform you of how the chemicals should be stored. If stored incorrectly, this could lead to exposure through accidental leaks or spillages. You should look to ensure you do not have more than the amount of chemicals you will need to reduce the risk of fire. Ensure all signage includes where mandatory Personal Protective Equipment (PPE) may be required either during visits to the store or in an emergency situation e.g. after a spill.
- Slips, trips and falls. Uneven, slippery and obstructed floor surfaces or trailing cables can lead to slips, trips and falls. We should look to keep passageways clear, clean spillages immediately and place a sign for wet surfaces. There should also be sufficient lighting in any storage area.
- Electricity. Misuse of or poorly maintained electrical items can lead to electric shocks. Portable electrical items should have an annual PAT. There should be no trailing cables and if this is unavoidable, they should be covered. Daisy chaining of extension leads is prohibited.
- Lone working. If there is the prospect of lone working in storage area, control measures should be introduced to reduce the risk. This includes ensuring there is a means of escape in case of an accidental lock-in and a full understanding of the emergency procedures in place.
- Batteries. Batteries, including lithium batteries, should not be left charging in storage areas, especially near combustible items. Where short-term usage is not anticipated batteries should be removed from electrical items and stored safely.
Shared storage areas
If a storage area is shared across two or more departments, it is important that there is clear communication between these departments. To ensure this is managed effectively, a single overall responsible person must be identified on the risk assessment for the risks highlighted, along with responsibilities of all those included. This risk assessment must then be shared across all those departments involved.
When to carry out a risk assessment
If a new risk assessment is required it is advisable to carry out initial risk assessments to help managers identify whether existing resources and facilities are adequate to ensure risk control, or if immediate actions need to be made. To assist staff, a sample template is available below.
For clarity, a risk assessment will be required:
- for storage areas which are considered to be of a high risk
- if higher risk items are or have been introduced into a storage area.
Whereas the risk assessment for the office could include any storage areas which are considered low risk, for example a small cupboard, when a separate risk assessment is not required.
How to carry out a risk assessment
The University standard on risk assessments provides guidance, tips on getting it right, as well as resources and the forms to help managers to produce suitable and sufficient risk assessments must be used.
- Storage area risk assessment template (.docx)
- Refer to carrying out a risk assessment for step-by-step guidance.
Risk assessments must relate to the actual work and workplace, and must be monitored by the responsible manager. If there are significant changes to the activities, locations, equipment or substances used or stored, the risk assessment will need to reviewed, updated and the old version archived.
Things to consider
- Do the staff members working in the storage area have the capabilities, training, knowledge, skills, and experience to undertake job tasks? Are they competent or are there gaps in their knowledge of any consequences if procedures and instructions are not followed?
- In fast changing areas, is there a need to carry out dynamic risk assessment by those with health and safety responsibility of the storage area? Are they understood and recorded?
- Do staff members have the correct personal protective equipment for the hazards identified and training in how to use it?
- Does the storage area undergo routine testing and maintenance of the facility(s) and equipment? If so, who is responsible to monitor planned and preventative maintenance of general plant and specialist equipment is completed at the required intervals? and is external 3rd party competent support required?
- If you require further guidance, please contact WHSW. This can be done through safety@essex.ac.uk.
Training
If you would like training on risk assessments, please book onto the Risk Assessment Essentials course via HR Organiser.
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