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Office Compliance

Are your offices compliant? Ever wondered what your responsibilities are? Did you know that there are many legal requirements and recommendations as a business that you need to ensure are completed in your office? These may be provided by your landlord or maybe required to be completed by you. What services are we talking about? Here’s some examples…

 

PAT testing: The Electricity at Work Regulations place a legal responsibility on employers to take reasonably practicable steps to ensure that no danger results from the use of electrical equipment. This in effect requires the implementation of a regular program of maintenance, inspection and testing. A recommendation of annual PAT testing should be considered.

 5 year fixed wiring and inspection: Electricity at Work Regulations require all electrical systems and equipment used in the working environment to be in a safe condition. The health and safety executive requires an inspection and testing schedule in all work places. This maintenance for fuse boards and samples of mains wiring would be typically 5 years for commercial installations.

 Emergency Lighting/Flick Tests/Dead Tests: Under the Regulatory Reform (Fire Safety) Order 2005, article 17 details the Responsible Person duty on maintenance. Emergency lighting falls under this article as its function is to indicate clearly means of escape, provide illumination along such routes to allow safe egress through escape routes and exits and to ensure fire alarm points, extinguishers etc provided can be readily located.

Daily visual checks off all emergency lighting are recommended; Monthly Flick tests are required, flicking off the system to allow the fire exit lights to work. This test must be recorded. Annual Dead Test is also required; this involves removing all power to the building/area to test that emergency lighting remains working.

Fire Alarms & Sprinklers: Fire Alarm Regulations BS5839 require the duty holder to undertake periodic checks to ensure the functionality of the system. Failure to keep the Fire Alarm System in working order could lead to the local Fire Brigade serving enforcement notices requiring compliance. They also have the authority to close any building which does not meet this act.

 Water Hygiene Tests. Compliance with the legislative guidelines, combined with a programme of regular audit and monitoring can ensure that legionella bacteria are kept absent from systems or below levels which are considered to present significant risk. Regularity of testing will depend upon your risk assessment.

 Below is a list of the regulations that need to be considered for office compliance:

Aspect

Requirements

Frequency

Applicable Law

AHU’s

Filter changes

Regular maintenance

 

 

BMS

Regular maintenance

 

 

Boilers (gas)

Regular servicing, ‘Gas Safe’ Inspection

Provision of Gas Safety Certificate

Annually

Gas Safe

CCTV

Cleaning of exterior lenses

 

 

Drainage

Rodding of drains

 

 

Electrical System

Fixed electrical installation inspection and testing

5 yearly or 20% per year

NECEIC Regulations

Electricity at Work Regulations 1989

Emergency Lighting

Testing

Replacement of bulbs and batteries

Monthly flick test, Six monthly 1 hour test, Yearly discharge test – 3 hours

Regulatory Reform (Fire Safety) Order 2005

Fan Coils HVAC

Regular servicing

 

 

Fire Alarm

Regular maintenance, Testing of call points and sounders, Testing of detectors

Weekly alarm test

Yearly test of detectors

Regulatory Reform (Fire Safety) Order 2005

Fire Extinguisher

Servicing and inspection

Annual

Regulatory Reform (Fire Safety) Order 2005

Fire Doors

Maintenance and inspection

Annual

Regulatory Reform (Fire Safety) Order 2005

General Lighting

Replacement

 

 

Guttering

Cleaning

 

 

Lightning Protection

Inspection

Annual

Electricity at Work Regulations 1989

Lifts

Servicing, Insurance Inspection

6 months

Lifting Operations and Lifting Equipment Regulations 1998

PAT Testing

Visual inspection, Formal PAT test

Annual – three yearly depending on risk

Electricity at Work Regulations 1989

Pest Control

Changing of bait

 

 

Pressure Systems

Maintenance and inspection

Generally annually

Pressure Systems Safety Regulations 2000

Revolving/Automatic Doors

Maintenance and inspection

 

 

Emergency Communication System

Testing

Monthly

Regulatory Reform (Fire Safety) Order 2005

Toilet Extract

Cleaning

 

 

Water Cooler Machine

Maintenance

 

 

Water Hygiene

Disinfection, Flushing,

Microbiological Testing

Review

Weekly flushing low use outlets

Monthly temperature checks

Quarterly microbiological sampling

Disinfection when required

Control of Substances Hazardous to Health Regulations 2002

 

L8 ACOP

Water Softener

Maintenance

 

 

Windows

Cleaning

 

 

Expansion Vessels

Maintenance/Testing

As per L8 recommendations

COSHH 2002 / L8

Cold Water Storage

Cleaning / Temperature Checks

Generally Annual cleaning / inspection, monthly temperature checks.

COSHH 2002 / L8

Pumps

Maintenance

 

 

Radiators

Maintenance

 

 

Fall Arrest

Testing and Inspection

At least every 12 months

Working at Height Regulations 2005

BSEN795: ‘Protection Against Falls From Height, Anchorage Devices, Requirements And Testing’

Trace heating

Testing and Inspection

 

 

UPS

Testing and Inspection

Generally 6/12 monthly

 

Fire Risk Assessment

Inspection / Review

Generally annually

Regulatory Reform (Fire Safety) Order 2005

Our range of services include re lamping, regular office handyman services in London, air conditioning services, whiteboard hanging and floor box moves. 

C|S|M can ensure that you remain compliant with all of the above and many more regulations ensuring you keep your workforce safe and happy.