JSP 375 Vol 2 

MoD Health & Safety Handbook 

18  Perhaps the most important sources of information, however, besides the safety data sheet, are 

you, your team and your combined knowledge of the workplace and of the processes. Assessments are 

about what actually happens and NOT what should happen, so visit the workplace and critically examine 

the process with the operators and look at the way in which the work is done. Try to identify all the ways 

in which exposure could occur and document them along with details about their control measures and 

try to estimate the duration of exposure for personnel using the product(s). Estimate the amount of 

product used in the process e.g. 3 litres of paint and 1 litre of solvent used in 2 hours. 

19  When all of these stages are complete you should have sufficient information available to complete 

and record the risk assessment. You will also be in a position to decide if you need specialist advice. 

What Information Should Be Recorded? 

20  Now you should be in a position to collate all the information.  Collation is useful for several 

reasons: 

20.1 

It puts all of the necessary information in one place; 

20.2 

Structured information eases the task of drawing a valid conclusion on the overall risk 

assessment of the process; 

20.3 

It helps to highlight any deficiencies that may be inherent in the process; 

20.4 

It can help to provide justification for any improvements in control measures which may 

prove necessary; and 

20.5 

It helps to provide a record of the risk assessment that can be passed on to your 

operators, to other managers, to HSE inspectors when they call and to anyone who has a 

legitimate entitlement to know. 

Administration / Location 

21  Any record needs to be accessible, identifiable and unambiguous so it is essential to ensure it is 

precise about the location of the process being assessed.  You need the building name/number and the 

specific area, e.g. Building 207, Room 40 or General Trades Building Woodwork Shop.  If the work is 

mobile, you need to note the type of areas where the process is undertaken, e.g. on board ships in fresh 

water tanks. 

Process 

22  You need a simple, unambiguous description of the process under consideration ensuring that any 

process that can be carried out in several ways is clearly identified.  For example, painting can be by 

brush, roller or spray. 

23  How many times is the process carried out in any reference time period (usually number of times 

per day)?  If it is highly variable, what are the maximum and minimum numbers of times per reference 

period? Some tasks are only undertaken at certain times of the year so if, for example, a task is carried 

out 5 times during a two week maintenance period each year it should be fully described. 

24  How long does the process normally take and what is the range of duration if variable e.g. 20 30 

minutes? Remember that you are concerned with the period that substances are actually in use. So if 

mixing, preparation and cleaning up involves exposure to the same substances as the process, then the 

time taken to carry out these operations should be included in the overall duration of the process. 

However this should only be done if it is reasonable to cover all these activities in the same risk 

assessment as the process i.e. the substances are in the same form and present similar risks. If this is 

not the case a separate risk assessment will be required. 

Leaflet 5 Annex F 

Page 4 

 April 

2003