Safety Records: A Guide to Required Documentation

1. Safety Records:A Guide to Required Documentation Risk Management Group

2. Overview: Keeping track of required Ferguson and regulatory agency safety related documents can be overwhelming. Maintaining information in one location makes it readily available as required by law. This PowerPoint describes a safety records Binder that will assist you to ensure documents are readily accessible. Safety Recordkeeping Overview

3. Organizational preferences vary based on location dynamics and management styles. Bottom line… the information required must be readily available. • Possible organizational methods include but not limited to: • Central Safety Notebook • Central Safety Folder with individual sections • Individual Folders in one central location Organizational Methods

4. Required Information • OSHA 300 Logs (Rolling 5 years) • Safety Committee Minutes (Rolling 2 years) • Associate Monthly Safety Training Documentation (Rolling 1 year) • Location Assessment:  Safety and DOT Combined (2 yearly) • Emergency Action Plan (EAP) & Drill Documentation (Yearly) • Fire Extinguisher/ Sprinkler Inspection Documentation (Monthly & Yearly) • Power Industrial Truck (PIT) Operator Certification (3 Years) • Required Written Programs (Yearly updates & training documented) • Location Hazardous Product File * Other Required Documentation (Kept in separate files from above) • DOT required paperwork (per the DOT Filing Graphic) • Daily PIT Inspections (Rolling 6 months)

5. OSHA 300 Logs Section # 1 All locations are required to immediately produce a rolling five (5) years of OSHA 300 Logs. • Locations are required to post these logs yearly from February 1 to April 30th. • Many Locations print two copies. One for posting and one for their files. • Locations can print OSHA logs from PeopleSoft starting in 2010.

6. Safety Committee Minutes Section # 2 Safety Committees (comprised of selected Management and Non- management associates) meet monthly to ensure all associates have an avenue to get their concerns over to management without retribution. • Minutes from this committee must be kept on file for a rolling two years. (24 Months) • Minutes are to be posted every month for associates to view actions discussed. • Many locations print two copies. One for posting and one for their files.

7. Regulatory agencies require ALL associates to have refresher Health & Safety training. • Locations are required to document associate signatures for each monthly training. • Monthly trainings are distributed by Risk Management. Associate Monthly Safety Training Documentation Section # 3

8. Location Assessment:  Safety and DOT Combined Section # 4 • Every location is required to conduct and document hazard assessments and FMCSA requirements are being addressed. • Locations must document a rolling fiscal year of assessments and follow-up actions needed. (2) • Assessments MUST be signed by management.

9. Emergency Action Plan & Drill Documentation Section # 5 All locations are required to have a written Emergency Action Plan (EAP) which includes an Emergency Evacuation Plan. (EEP) • EAP’s must be posted, include diagrams and updated yearly • Yearly associate drills must be documented for EEP’s • Many locations print two copies. One for posting and one for their files.

10. Fire Extinguisher Inspection/TrainingSection # 6 All associates designated in the EAP to use Fire Extinguishers must be trained. (If the EAP has all associates evacuating the facility immediately this training is not required) All fire extinguishers require yearly inspections by a professional service and monthly inspections by the location. • Yearly associate training (designated in EAP) for Fire Extinguisher use must be documented and kept on file at each location • Every fire extinguisher should be inspected (Including PIT extinguishers) • Monthly and yearly inspection documentation must be kept on file at each location. (Rolling Year)

11. Locations are required to train and certify all operators of Powered Industrial Trucks. • Documentation of PIT operators training can take several forms, but must include: • Location/Company name • Operators name, • Date issued, • Model Specific equipment certified to use, • Trainer’s name, • Expiration Date (3 years from issue) • Locations should make two copies of each operator certification. Keep one on file at location and each operator should have a copy of their own certification. PIT Operator Certifications Section # 7

12. Required Written Programs Section # 8 Regulatory agencies require locations to have readily available several compliance written policy/programs and yearly training documentation. Locations should use this section to keep downloaded programs. These can be found: Pipeline > Risk Management > Health and Safety Handbook and document yearly training using the training template. • HAZCOM – Hazardous Communication • Personal Protective Equipment (PPE) • Lock Out/ Tag Out • Machine Guarding • First Aid/ CPR Blood borne Pathogens • Fall Protection • Fire Prevention Compliance Programs required for locations with specific needs: • Confined Spaces • Respiratory • Hearing Conservation • Construction Cranes • Trenching & Excavation

13. Location Hazardous Product FileSection # 9 All Locations are required to train all associates how to retrieve an MSDS of any hazardous found in their facility. Ferguson uses 3E Online for MSDS retrieval and keeping them current. • Locations are to post and keep on file a current “Hazardous Product File” for their facility • Locations can download this file from their Branch Custom Menu • Train all associates to use the Risk Management link to 3E Online to retrieve an MSDS by using the “ALT1 Code” as the search criteria. • The Location Hazardous Product File should be updated every 6 months. • Copies should be kept in main file and posted conspicuously around the facility for easy access in an emergency. Listing of Hazardous Material in Branch (BCM, MSDS) (reprinted every 6 months)

14. * Other Required Documentation • DOT regulated information includes: • Hours Worked Reports • Post Trip Inspections • Truck Routes • Vehicle Maintenance Files • Driver Qualification Files • Hazmat • There are different retention guidelines for each. Guidelines are noted on the DOT Filing Graphic.

15. * Other Required Documentation OSHA requirements for PIT require Daily and or Per Shift inspections of all PIT equipment prior to use. Therefore these files are usually be kept in The Warehouse. Documentation PIT Daily Inspections Locations are required to keep daily inspections sheets for each Power Industrial Truck. • Daily Inspections documented for each PIT • Out-of-Service follow-up documented • Kept on file for rolling 6 months Please Note: * Manufacturer Manuals include suggested model specific checklists

16. Questions/Concerns Contact: Risk Management Group • Address: 12500 Jefferson Avenue Newport News, VA 23602 • Phone: (757) 989-2473 or (757) 989-2421 • Fax: (757) 989-2670