Asbestos Register

Introduction

The Asbestos Register module is a critical tool for managing asbestos-containing materials (ACMs) within your organization's properties or client sites. It helps you maintain compliance with safety regulations, identify risks, and ensure appropriate actions are taken regarding asbestos.

Key capabilities include:

• Maintaining a detailed inventory of known or presumed ACMs.
• Recording the specific location, type, condition, and accessibility of ACMs.
• Documenting asbestos surveys, sample results, and basic risk assessments.
• Tracking review dates and scheduling necessary re-inspections.
• Linking corrective actions to manage or remove identified ACMs.
• Storing relevant documentation, such as survey reports and management plans.

Managing Asbestos Records

Creating New Asbestos Records

To add a new ACM entry:

1. Navigate to the Asbestos Register module.
2. Select 'New Record'. The record will open in a 'Draft' state.
3. Organizational Hierarchy: Ensure the record is assigned to the correct part of your organization (e.g., Site, Department).
4. Enter Key Details:
   • Client Name (Required): The client or entity for whom the register is maintained.
   • Date Identified (Required): When the ACM was first recorded.
   • Types of asbestos containing material (Required): Select the material type (e.g., "Pipe Lagging," "Ceiling and Wall Lining," "No Asbestos Detected").
   • Specific Location (Required): A precise description of where the ACM is.
   • Is this area accessible? (Required): Indicate accessibility.
   • What is the condition?: Describe the ACM's current condition(s).
   • Type (Required): The type of asbestos (e.g., "Chrysotile," "Amosite," "Unknown").
   • Form (Required): The form of asbestos (e.g., "White," "Brown or Grey," "Unknown").
   • State (Required): Whether the asbestos is "Friable" or "Non-friable."
   • Material Extent/Unit - Measurement Type: Quantify the ACM (e.g., "10 sq m," "1 Unit").
   • Surface Treatment: Any surface treatment applied to the ACM.
   • Source of asbestos (Required): Origin or current state of the asbestos material.
   • Sample Number: Identifier if a sample was analyzed.
5. Save or Submit:
   • Select 'Save' to keep the record as a 'Draft'.
   • Select 'Submit' to finalize the record and move it to the 'Active' state.

Understanding Record Statuses and Workflow

Asbestos records progress through distinct states:

• Draft: Initial entry, not yet finalized.
• Active: A live record of an ACM being managed.
• Archived: The ACM is no longer actively managed (e.g., removed, remediated) but the record is retained for history.

Use the workflow buttons on the form to change a record's status:

• Submit (from Draft): Finalizes and activates the record.
• Archive (from Active): Moves the record to an archived state.
• Re-Open (from Archived): Returns an archived record to active status.

Key Information and Management Tasks

Analysis and Evaluation (Risk Assessment)

This section helps you evaluate the risk associated with an ACM:

1. Open the record and select 'Edit'.
2. In the "Analysis and Evaluation" section:
   • Most Affected: Identify the primary area of impact (e.g., "Safety," "Health").
   • Calculate Risk: Use the likelihood and consequence selections in the risk matrix. The system will display a Risk Rating. This helps prioritize management efforts.

Managing Review Dates

Regular reviews are essential:

1. Open the record and select 'Edit'.
2. In the "Review Dates" section:
   • Last Review Date (Required): Date of the last inspection or review.
   • Next Review Date: Schedule the next review. This date is important for tracking and helps identify when re-inspections are due.

Adding Comments

Use the "Comments" section to add notes, observations, or a history of activities related to the ACM record. Save the record to store your comments.

Linking Corrective Actions

If follow-up work is needed (e.g., removal, repair):

1. Open the record and select 'Edit'.
2. In the "Associated Actions" section, you can:
   • Log New: Create a new task in the Action Management module.
   • Select: Link an existing task from the Action Management module. This ensures all remediation work is tracked.

General Features & Best Practices

• Attachments: Upload essential documents like survey reports, lab results, photos, and management plans to the 'Attachments' section of each record.
• Searching & Filtering: Use the system's search and filter capabilities to find records by location, type, review date, etc.
• Accuracy & Completeness: Ensure all information is accurate and up-to-date. Document all known or presumed ACMs. If no asbestos is found after a survey, record this fact.
• Regular Reviews: Adhere to scheduled review dates to monitor ACM conditions.
• Documentation: Maintain comprehensive records with all relevant attachments for compliance and due diligence.
• Consult Experts: Always use competent and licensed professionals for surveying, sampling, analysis, and removal of asbestos.

For more details on general system functions like adding attachments, searching, or exporting data, please refer to the relevant general help documentation.