Circular 95-01

1. Reporting and processing reports of work related injuries and/or occupational diseases.

2. Work place evacuation procedures and various routes for employees and visitors.

3. Disaster and emergency responses.

4. Safety inspection.

5. Safe practices.

6. Keeping equipment in safe working condition.

7. Maintaining good housekeeping in the work areas.

8. Awareness of incident-producing situations.

9. Reporting all potential injury hazards to the supervisor.

10. Providing a safety training program.

1. Provide a vehicle to develop and monitor the safety program.

2. Contribute to a more efficient operation by helping to reduce accident frequency and severity.

3. Ensure the warehouse is in compliance with OSHA standards.

4. Increase employee safety awareness and general morale by facilitating communication and cooperation between management and workers.

5. Conduct safety inspections and review inspections performed by fire marshals and safety officers.

6. Review internal and external disaster plans and drill reports.

7. Review procedures for inspection, reporting of accidents and developing educational programs.

8. Recommend corrective action for problems identified and followup with review of effectiveness of these actions.

1. Developmental Tasks.

   1. Establish safety goals and objectives.

   2. Develop safety policies to cover any unique situation.

   3. Promote safety and recognize employees who demonstrate safe work habits (recognition via awards system(s), e.g., certificate, letter of appreciation, or cash prizes, etc.).

   4. Enhance the success of the safety committee through the following:

      1. Top Management Support.  This establishes credibility and authority in the eyes of all warehouse and supply employees.

      2. Widespread Involvement.  Encourage employees from each shift/crew, department, management, and the union to participate.

      3. Demonstration of Results.  Reduction of accidents will help to maintain employees cooperation and enhance the committee's credibility.

      4. Documentation.  Written records are required by law for many safety-related issues. They also help to monitor the progress of the safety program and identify new risks and hazards.

2. Educational Tasks.  Training programs may be conducted by an in-house specialist, an outside consultant, or an equipment manufacturer representative.  The safety committee shall monitor the frequency with which training programs are provided, and make recommendations for increased training or additional topics as needed.  Training will include the proper procedure for:

   1. Operation of warehouse equipment.

   2. Proper handling and lifting of supplies.

   3. Use of personal protective equipment.

   4. Emergency response to a disaster or an accident.

   5. Safe work practices; such as compressed gas, fire and disaster safety, forklift safety, stocking and handling hazardous materials, first aid, blood-borne pathogens, materials safety data sheets, utility outages, electrical safety, etc.

3. Investigative Tasks.  In addition to monitoring the use and application of safety procedures and policies, the committee shall investigate injuries, property damage, and hazardous situations.  (For further information see IHM Part 1, Chapter 9, entitled "Occupational Safety and Health Program," Section 1-9.8, p.14.)  These include:

   1. All accidents to determine both the cause and the appropriate methods for prevention.

   2. Any potential hazards (as determined by employee input or inspections) and implement accident-prevention measures where appropriate.

4. Monitoring Tasks.  Includes monitoring the following:

   1. Conducting safety inspections.

      NOTE:  A Safety Committee Audit form for Self-inspection has been developed by DSM (See Exhibit 95-1-A)

   2. Followup inspections, necessary to ensure that identified hazards and unsafe conditions have been corrected.

   3. Ensuring safety records are maintained including accident reports, training records and other safety data.

1. The committee shall be chaired by the deputy director at RSSC, or appropriate supervisor at the service unit warehouse.  The chairperson will oversee all aspects of the committee organization and be responsible for providing a safety program.

2. It is recommended that the safety committee be composed of:  a member from each management section, a union representative, and a member from each warehouse shift/crew and section.

1. The committee shall preferably meet monthly, but no less than quarterly.

2. Topics.  The committee shall discuss safety and develop action-specific plans regarding warehouse safety policies.

   Periodically a general staff meeting shall be held to inform employees of committee findings, and promote safety.

   1. Suggested committee meetings topics are:

      1. safety statistics review.

      2. Safety objectives/policies.

      3. Training courses.

      4. Government regulations.

      5. Safety inspection.

      6. Critique of emergency drills.

      7. Review of accident investigations.

      8. Plan for safety incentive programs.

      9. Maintenance of safety records, including accident reports, training records, and other safety data.

   2. Suggested topics for the staff meetings are:

      1. Instructions on a specific hazard.

      2. Announcements/explanation or incentive programs.

      3. Review of safety goals/policies.

      4. Current safety statistics.

      5. Recognition of safety program achievements.
         

1. Working closely with the warehouse program director and appropriate personnel.

2. Being the liaison person between the safety committee and the respective program managers.

3. Providing direction for the safety management program.

4. Providing technical assistance in investigating and reporting accidents and injuries.

5. Following-up on the reported deficiencies and accidents and ensuring that proposed corrective measures have been submitted to the proper authority.

6. Providing results of investigations to appropriate administrative personnel and/or IHS Claims Officer, when required.

7. Ensuring safety training is provided to warehouse and supply personnel and such training is documented.

8. Maintaining qualifications through training and continuing education.

1. The following is a list of protective clothing and equipment that should be made available to employees for protection against workplace hazards.  All protective and safety gear must meet OSHA Standards.

   1. Face masks, or respirators for emergency use approved by the National Institutes of Occupational Safety and Health as described in CFR 29 1910.134.

   2. Safety goggles, safety spectacles, or face shields as warranted.

   3. Protective head gear (hard hats and caps, liners, helmets, hoods).

   4. Split leg aprons, suits, gloves (asbestos, leather, rubber, cotton, synthetic).

   5. Conductive (steel toe) shoes.

   6. Barricades, flags, scaffold, warning signs, alarm, lights, shields, and other public warning devices

   7. Lumbar Support Belt.

   8. Safety Belts.

2. Care and Maintenance.  The warehouse director shall establish a product safety program for maintenance, repair, protection, and proper use of the Government property.

   1. It is the employee's responsibility to use and maintain assigned protective clothing, supplies, devices, and equipment in a sanitary and serviceable condition.

   2. Supervisors will periodically spot check equipment and supplies to ensure these items are in operational condition.

   3. As supplies becomes worn, they will be presented to the supervisor for replacement.

   4. As safety equipment becomes worn or inoperable, it will be presented to the supervisor or custodial officer for replacement.

   5. The use and maintenance of protective apparel and equipment must be a critical element in the employees Performance Management System ratings.

3. Clothing.

   1. Jump-suits and coveralls should be made of polyethylene-coated tyvek, because it is lightweight, easily stored, and an excellent protective apparel.

   2. Additional supplies that may be used are: aprons, elastic wristbands, attached hoods, and boots.

4. Protective Shoes.

   1. All personnel engaged in handling or moving boxes, cartons, pallets, barrels, etc., will wear safety shoes or boots as a means of preventing or minimizing foot injuries.

   2. The type of protective shoes required are shoes with steel toes and non-slip (neoprene) soles.

5. Hard Hats.  Prevention is the best cure.  Plastic hard hats will be worn in areas where supplies are stored higher than five feet above the ground.  Hard hat is worn for the protection from falling and flying objects and from limited electric shock and burn.

6. Safety Belts.  Safety belts will be worn when operating stock pickers and fork lifts if equipped with safety belts.

1. Forming an ERT consisting of a team leader and team members.  This team shall also serve as the fire response team.

   An ERT Leader Shall:

   1. Assess the situation and determine whether the emergency requires the activation of Emergency Response Plan (ERP).

   2. Assign duty to each team member.

   3. Direct the implementation of ERP, including the evacuation of personnel.

   All ERT Members Shall:

   1. Be knowledgeable of all basic emergency procedures and roles, so that if a team member is absent or injured, another team member can assume the role.

   2. Be assigned one or more of the following duties:

      1. Shutdown procedures.

      2. Employee accountability.

      3. Security measures.

      4. Other duties as required by the ERT Leader.

2. The development of the ERP.

1. Man-Made.

   1. Hazardous-material accident.

   2. Fire.

      1. Elevators will not be used for emergency evacuation unless directed by the department or other emergency officials.

      2. Windows should not be broken out since they help control fire from spreading and the glass falling creates serious exposure.

      3. All doors and windows must be kept closed except to pass through in case of emergency.

   3. Major gas and water breaks.

   4. Terrorism.

   5. Bomb threat should be considered as being valid.  Immediately notify the warehouse director, the police, and bomb squad.

      1. When talking to the caller, an attempt should be made to obtain as much information as possible, including:

         1. Expected time of explosion.

         2. Location of bomb.

         3. Size and type of bomb.

         4. Reason bomb was placed.

      2. If a bomb or suspicious device is found, the premises shall be evacuated in accordance with the guidelines established for fire emergencies.

         An "All Clear" announcement shall be given when authorized by the director.

2. Natural.

   1. Extreme cold.

   2. Fire from lightning or spontaneous combustion.

   3. Flood.

   4. Earthquake.

   5. Earth Slide or mud slide.

   6. Snow and ice.

   7. High winds.

   8. Hurricane.

   9. Tornado.

      1. A tornado warning is an alert by the National Weather Service confirming a tornado sighting and location.  The weather service will announce the approximate time of detection and direction of movement.  The wind will be 75 miles per hour or greater.

      2. Public warning will come over the radio or television.  Tune to the radio/television or proceed with the instruction established by the local city civil defense warning system.

      3. Action to take when located in a building:

         1. Move away from the perimeter of the building and exterior glass.

         2. Leave your office and close the door.

         3. Go to the stairway for shelter.  Always walk calmly.

         4. Sit down on stairway and protect yourself by putting your head as close to your lap as possible, or kneel, protecting your head.

         5. Do not go to the first floor lobby or outside the building.

         6. Remain in the stairway until the "All Clear" is issued.

         7. Should you be required to remain in the office, seek protection under a desk.
   10. Sand and dust storms.

1. Develop Warehouse Map.  Floor plans or work area maps shall clearly show escape routes and be posted in key areas where employees can readily see them.  The nearest shelter area or assembly areas should be indicated.

2. Shutdown Procedures.  Before evacuation, if reasonable, employees should turn off operating equipment such as fork lifts, computers, etc., and ensure all utilities are turned off.

3. Employee Accountability.  The ERT Leader shall designate someone for accountability of all employees after evacuation.

4. Security Measures.  A team member should be appointed to compile a list of security problems that can take place after a disaster, such as, looting of inventory, and accidents to onlookers and employees in unsafe areas.  Security efforts should be coordinated with local community law enforcement personnel.

1. Fire Department.

   1. The location, construction, and arrangement of all buildings.

   2. Accurate floor plans of each warehouse building.

   3. The hazards such as flammable gases, liquids, and materials that are on-site.

   4. The type and location of the on-site fire equipment.

   5. Access routes in and around the warehouse.

2. Police Department.

   1. The location and arrangement of all warehouse buildings.

   2. Accurate floor plans of each warehouse building.

   3. Potential security problems.

3. Ambulance Service.

   1. The location and arrangement of all warehouse buildings.

   2. Access routes in and around the warehouse.

   3. Hospital Locations.

4. Fire Protection.

   1. Fire safety will be accomplished through:

      1. Practicing the IHS no smoking policy.

      2. Total evacuation of occupants from the building during fire alarm.

      3. Development of operating and maintenance procedures for the warehouse building.  These include:

         1. Provisions for detection, alarm, and extinguisher.

         2. Fire prevention, planning, training, and drills.

         3. Fire alarm testing, conducted four times annually.  Unannounced drills shall also be exercised.

         4. During fire alarm testing, the safety officer may set off the alarm.  Alarm testing must be coordinated with the local fire department and/or emergency responders.
   2. The discovery or suspicion of a fire.

      Anyone who discovers or suspects a fire must immediately activate the nearest fire alarm pull station.

   3. Fire Alarm Building Code.

      The annunciator panel is generally located in the lobby of the warehouse and is illuminated by a small light to show the exact location of the alarm source.  Alarm pull boxes are located near exits or exit access from the building.

   4. Local Fire Protection.

      Every local fire department responds to all fire alarms.  The designated fire lane shall be kept clear of any unauthorized vehicles at all times.

   5. Fire Drill Procedures.

      Employees and ERT response activities.

      1. Employees and visitors shall evacuate by following the diagram that identifies the nearest marked exit.

      2. The ERT leader and team members shall implement and or revise an existing ERP immediately to ensure the safety of all visitors and employees.  The ERP shall include:

         1. Ensure shutdown of utilities, machines, forklift, etc.

         2. Ensure evacuation of employees and visitors.

         3. Assist in controlling/extinguishing the fire.  The fire extinguisher will be removed from storage, taken to the site of the fire and continuously manned.

         4. Ensure that the employees roster is checked for accurate accountability.

         5. Ensure that all security measures are in place.

         6. Ensure local emergency responders have been contacted.

         7. Ensure all draft producing passages are closed.

      3. Termination of a drill.

         1. The ERT leader will notify the switchboard operator when the fire drill is completed.  The operator will then announce the termination of the drill.

         2. The ERT leader, team members, and administrators shall meet immediately after the drill to evaluate and critique the evacuation and response time.

1. Supervisor.

   1. Ensuring that the incident report is completed and submitted through the appropriate administrative channels to the local IHS occupational safety and health officer.

   2. Consulting with the local servicing personnel officer for additional guidance for submitting form CA-1, "Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay-Compensation, and form CA-2, "Notice of Occupational Disease and Claim for Compensation."

   3. Ensuring that the employee(s) receive prompt medical treatment.

   4. Ensuring that the employee(s) are aware of their Federal Employees Compensation Act (FECA) rights and responsibilities.

   5. Ensuring that the circumstances related to an incident are investigated and will secure written statements from witnesses, if any.

   6. Ensuring that the disclosure of the incident reporting records/forms and the information contained are subject to the Privacy Act of 1974 and the Freedom of Information Act procedures.

1. Incident - An incident is any event or chain of events, which results in property damage, occupational disease, occupational illness, or injury to any person(s) or interrupts, interferes, or has the potential to interfere with the orderly progress of work, or for which a tort claim may be possible.

2. Reportable incident - All incidents regardless of the cause, consequence, damage, or location shall be reported to the immediate supervisor or designee on duty.  An Incident Report Form (IHS-516) must be completed and routed through administrative channels to the local IHS Occupational Safety and Health Officer.

3. Recordable incident - All incidents (including death) will be recorded regardless of nature.  All incidents must be recorded within 6 days of notification of the incident.  The incidents must be recorded and coded for statistical evaluation purposes on the Incident Report Form (IHS-516).

   Other recordable incidents include:

   1. Damage of $500 or more to IHS owned, rented, or leased property and; to private property when it is on government or contracted property.

   2. Damage in any amount by anybody to privately owned property used on official business; or damage by IHS employees, while on official business, to any private property.

   3. Any incident which may result in a tort claim.  Incidents resulting in a tort claim are subject to the procedures outlined in the General Administration Manual, PHS Chapter 4-00, entitled "General Information Regarding Tort Claims," Chapter 4-30, entitled "Procedures Regarding Tort Claims," and Chapter 4-35, entitled "Military Personnel and Civilian Employees Claims."

4. Occupational Injury - A wound or conditions of the body induced by accident or trauma, and includes a disease or illness proximately caused by the employment for which benefits are provided under FECA.  The term injury includes damage to or destruction of medical braces, artificial limbs, and other prosthetic devices which shall be replaced or repaired; except that eyeglasses or hearing aids shall not be replaced, repaired or otherwise compensated for, unless the damage or destructions is incident to a personal injury requiring medical services.  For further information regarding benefits and procedures please see the IHM Part 1, Chapter 8 and 9.

5. Occupational Disease or Illness - A condition produced in the work environment over a period longer than a single workday or shift by such factors as systemic infection; continued or repeated stress or strain; or exposure to hazardous elements such as, but not limited to, toxins, poisons, fumes, noise, particulates, radiation, or other continued or repeated conditions or factors of the work environment.

1. Personal protective equipment.

2. Hazardous materials use and storage.

3. Warehouse evacuation plan.

4. Illumination of exit signs.

5. Fire extinguisher (date of inspection and initials of inspector on tag affixed to fire extinguisher).

6. Combustible material storage.

7. Materials handling equipment.

8. Physical areas (conditions of walls, ceiling, floors, window, doors, lights, electrical outlets, etc.)

9. Power tools.

10. Motor vehicles.

11. Extension cords, condition and appropriate use.

12. Absence of tripping hazards, cords, carpet, paper clips, etc.

13. Sanitation and industrial hygiene hazards.

14. All cylinders to ensure they are securely supported in the vertical position.

15. Aisles are clear for easy evacuation.

16. Employees must know the warehouse fire policies as well as their section fire policies.

17. Employees must know what they are to do in case of a fire.

18. Examine and verify the effectiveness of current safety rules.  Safety policies should be reviewed and revised as necessary, annually.  Documentation of review should be maintained with administrative records.

1. Work Place Inspections.  The inspections will be performed as needed but no less than monthly.  Corrective actions shall be initiated to rectify any problems identified.  Each inspection report will be certified by the signature of the section supervisor or designee.

   1. An internal inspection is required.  It may be performed by members of the supply committee, warehouse safety officer, or section supervisor as delegated by the warehouse director.

   2. Other agencies that may conduct inspection/ review are the Area safety officer, Office of Environmental Health, DSM, and OSHA.

   3. A self-inspection form has been developed by the DSM.  It may be modified to include particular areas or functions peculiar to the warehouse.  See Exhibit C for Warehouse Self-Inspection form.

1. Only trained and authorized operators shall be permitted to operate a fork lift.  See CFR 29 1910.178, Section L, Operator Training.

2. Safety begins with Attitude.

3. A seat belt should always be worn and it is the employee's responsibility to do so.

4. The fork lift should be inspected daily.

5. The load capacity should be known.  The forks should not be overloaded.  Load capacity shall be posted on the fork lift.

6. The engine should be turned off before the widths of the forks are adjusted.

7. Only stable or safely arranged loads shall be handled.  Forks should be spaced to balance the load.  Caution shall be exercised when handling off-center loads which cannot be centered.

8. The fork lift route should be planned before use:

   1. Sufficient overhead clearance should be ensured before operating under overhead installation, lights, pipes, etc.

   2. The path should be clear, dry, and level.

   3. The operator should avoid running over loose objects on the floor.

   4. Extreme caution should be taken, if the fork lift is to be operated on wet and slippery floors.

   5. If the load being carried obstructs the forward view, the lift shall be operated in reverse.

9. Before loading pallets from above, the pallet should first be bypassed to get a clear view for lining the forks.

10. Before being lifted, the load should be tilted back and the forks should be raised approximately 10 to 15 cm (4-6 inches) to clear any objects on the floor or ground.  When not carrying a load, the lift shall be at least 5 cm (2 inches) off the floor or ground.  The load shall be stable.  Occasionally the load may have to be tied down.

11. The load should be transported cautiously.

12. Sudden stops and acceleration around sharp corners should be avoided.

13. The load should be kept on the upside of rough terrain and ramps.  When ascending or descending grades or ramps, the lift must be operated slowly and operated with the load upgrade.  Safe distance should be maintained from the edge of ramps, platforms, or elevated docks.

14. The fork lift is designed for picking up and moving loads.  The fork lift shall not be used for lifting and transporting personnel.  Exception:  The warehouse director may approve the use of the fork lift for employees working in a unique situation such as performing physical inventory.  All safety factors must be addressed prior to approval.

15. When the fork is to be left unattended or parked, the forks should be lowered fully, the control should be in neutral, the power should be off, and the brake should be set.

16. Before entering trucks or trailers, dockboards must be in place and properly anchored.

17. Spinner knobs are not allowed on the steering wheels of fork lifts.

18. Fork lifts shall not be driven up to anyone standing in front of a wall or any fixed object.

19. No person shall be allowed to stand or pass under the elevated forks of a fork lift whether loaded or empty.

20. The fork lift will not be used for opening or closing freight doors or truck or trailer doors.

21. If there is a load behind the load being moved, the forks should be placed only partly under the load and the load pulled out so that the forks will not damage the other freight.  Then the forks can be placed all the way under the load and tilted before moving the load.

22. The brakes shall be set on all trucks and trailers before driving a fork lift into or out of the vehicles.  The flooring of trucks and trailers must be checked for breaks and weaknesses.  Wheel chocks should be used at all times when driving into trailers.

23. Stunt driving and horseplay is not permitted.

24. Demonstrating precise, smooth, and safe operating habits helps to achieve warehouse goals and objectives.

1. Provide a framework or logic for warehouse work rules that can be used as a guideline and checklist by warehouse personnel.

2. Create and maintain an environment in which employees can work in an efficient, orderly, cooperative manner, and with minimal risk of injury.

3. Develop a set of work rules to use in guiding an employee's conduct and behavior while at work.  Rules may require modifications to reflect an individual warehouse environment.

1. Illumination.

   1. Adequate lighting levels of exterior gates, parking areas, truck yard, and exterior building doors prevents accidents and deters theft and attacks on personnel.

   2. Exterior lighting is most effective when pointed down, at an angle and slightly away from the area requiring illumination.

   3. Adequate lighting in the general office area prevents eye strain.

2. Fences.

   1. Adequate fencing prevents unauthorized access onto the warehouse property.

   2. Razor ribbon is more imposing and harder to compromise.  However, when using potentially dangerous fencing of this variety, warning signs must be conspicuously posted on the outside of the fence.

3. Shelving/Racks Areas.Heavy and bulky supplies shall be stored on a pallet and placed within the lower tier of the storage area.

4. Firearms.

   1. With the exception of members of law enforcement agencies of municipal, county, tribal, State, and Federal Government visiting the warehouse, no person on or entering the warehouse will be permitted to retain in their possession any guns, weapons, ammunitions, explosives or incendiary devices.

   2. Any item classified as a potentially dangerous weapon, for which a reasonable purpose for possession cannot be established, is similarly prohibited.

   3. Privately owned firearm, guns, weapons, and dangerous weapons will be surrendered to the warehouse director, or the designated representative, for safekeeping and storage.

5. Avoid loose clothing, necklaces, rings, etc. when operating equipment.

6. Avoid practical jokes and rough play in work areas.

7. A quiet environment allows employees in a hazardous area to hear warnings.  Unnecessary noise should be avoided., Headphones will not be worn in the warehouse.

8. No smoking in the warehouse.

9. Video Display Terminal (VDT).

   1. It is important to minimize video screen glare.If the lights are too bright the screen may be moved or treated with anti-glare materials.

   2. The screen should be slightly below eye level.

   3. The lower back should be supported.

   4. A foot rest should be used, if feet cannot rest comfortably on the floor.

   5. The back of the knees should be slightly above the seat of the chair.

   6. Adjusting the document folder so that it is the same height and distance as the screen, prevents the need to refocus when looking from one to the other.

   7. The upper arm and forearm should be kept at a right angle while typing, to prevent fatigue.

   8. Employees operating VDTs may purchase special prescription bifocal lenses that can be reimbursed up to $150 with certain requirements contained in Special General Memorandum (SGM) 93-1.  These glasses will relieve eye strain and fatigue.  For further information on reimbursement and the IHS policy see SGM 93-1, entitled "Eyeglass Program for Video Display Terminal User Who Wear Special Application Eyeglasses."

   9. The terminal must be plugged into a wall socket that accepts all three prongs of the plug.

References:  Lockout/tagout Procedures, CFR 29 1910.147.
Program for confined Spaces, CFR 29 1910.146: