Confined Spaces Register

Introduction

The Confined Spaces Register module helps your organization maintain a comprehensive inventory of identified confined spaces. This is essential for ensuring worker safety, complying with regulations, and managing risks associated with entry and work in such areas.

Using this module, you can:

• Document the location and specific characteristics of each confined space.
• Record and assess potential hazards.
• Track the lifecycle of each confined space record.
• Link to safety procedures, permits, and corrective actions.

Managing Confined Space Records

Creating a New Confined Space Record

1. From the main menu, navigate to the Confined Spaces Register.
2. Select 'New Record'. The record will initially be in a 'Draft' state.
3. Hierarchy: Ensure the correct organizational unit (e.g., Site, Department) is selected. This helps organize records and can influence access.
4. Details:
   • Number (Required): Assign a unique identifier for the confined space.
   • Brief Description (Required): Provide a clear name or description (e.g., "East Access Tunnel EAT-01," "Storage Tank ST-102").
   • Hazards Identified: Detail any known or potential hazards (e.g., "Potential for oxygen deficiency," "Presence of flammable vapors," "Mechanical moving parts").
   • Risk Assessment Questionnaire (Required): This critical section helps determine if a location qualifies as a confined space and identifies key risks. Answer each question based on the space's characteristics:
     • Is the space enclosed or partially enclosed?
     • Is the Space intended or designed primarily for purposes other than human occupancy?
     • Is the Oxygen outside the safe Oxygen range?
     • Is there an airborne contaminant that may cause impairment, loss of consciousness or asphyxiation?
     • Is there an airborne contaminant that may cause injury from fire or explosion?
     • Is there a stored flowing solid or a rising level of liquid that may cause suffocation or drowning by Engulfment? Answering "Yes" to relevant questions confirms the space's classification and highlights areas for concern.
5. Attachments: Upload relevant documents like diagrams, photos of the space, safety data sheets for substances present, or specific entry procedures. Refer to the general "Adding Attachments" guide for more help.
6. Saving and Submitting:
   • Select 'Save' to keep the record as a 'Draft' if you need to complete it later.
   • Select 'Submit' when all information is complete. This moves the record to the 'Active' state, signifying it's a formally registered confined space.

Editing an Existing Record

To update an existing record, open it from the register list and select 'Edit'. Make your changes and then 'Save'.

Adding Comments

Use the 'Comments' section within a record to add notes, observations, or a history of changes. This creates an audit trail.

Understanding Record Status and Workflow

Confined space records progress through the following statuses:

• Draft: The initial stage while information is being entered.
• Active: The confined space is formally registered and its details are current.
• Archived: The confined space is no longer active (e.g., decommissioned, reclassified) but the record is kept for historical purposes.

Key workflow actions:

• Submit (from Draft): Finalizes the record and moves it to 'Active'.
• Archive (from Active): Moves the record to 'Archived'. It will no longer appear in default active lists.

Linking Actions for Follow-Up

If a confined space requires specific tasks (e.g., "Install improved ventilation," "Update entry permit template," "Schedule annual atmospheric testing"), link these to the Actions module for tracking.

1. Open the confined space record.
2. In the 'Associated Actions' section:
   • Choose 'Log New' to create a new action. Fill in the action details (description, assignee, due date, etc.) and submit.
   • Choose 'Select' to link an existing action from the Actions module. Linked actions provide visibility into necessary follow-up work related to the confined space. Refer to the "Actions Module Overview" and "Linking Records" guides for more details.

Other Useful Features

This module also utilizes standard system features like:

• Searching and Filtering: To find specific records.
• Customising Column Headings & Saving Views: To tailor your view of the register.
• Exporting Data: For reporting or offline analysis (permissions permitting). Please consult the general system help documentation for detailed guides on these common functionalities.