What Should Your Permit to Work System Include?

A Permit to Work System is a standardised procedure for ensuring the safe execution of work in a specified region or on specific equipment. It is often employed in industries such as construction, oil and gas, and manufacturing where there is a danger of harm or equipment damage as a result of the activity being done.

A work permit authorises named personnel to undertake a certain job in a specific place or location within a specified time frame. It verifies that all precautions and mandatory checks were carried out before, during, and after the job was done. Work permits are typically associated with high-risk or hazardous tasks such as working at heights, working in tight spaces, working with explosives, hot works, electrical work, excavation jobs, and so on. A general permit to work is sometimes issued to analyse and determine whether additional permits are required.

What Should be Included in a Permit to Work? 

Here are just some of the many facto that should be included in a permit to work: 

• A permit reference number; you must be able to identify and retrieve a permit for audit purposes.
• The date and time of issue; permits must be performed in real time so that any hazards and work assessments are dynamic and current.
• How long the permit is necessary; this may or may not be enough time to complete the task, and the laws governing how long a permit can be issued differ by business. It must be examined concerning the nature of the task and the environment; for example, if the work is in a fast-changing environment, it may not be suitable to authorise work under the same permit the next day since new dangers may need a modification in the permit conditions.
• The precise work site; where the work is performed can have a significant impact on the dangers involved with a job. 
• A complete description of the work is required to demonstrate that all aspects of the job and potential dangers have been considered, as well as to ensure that individuals conducting the work understand the scope of the permit. It should allow for challenges, inspections, and audits by coworkers or an outside auditor.
• The potential hazards and dangers, as well as the likely results if the risk occurs. Frequently confirming that RAMS have been received and examined.

To see our full list, click here. 

What Resources are Available to Assist with the Permit to Work Process?

Numerous organisations still use triplicate permits to work pads to manually manage this process. While there is no wrong way to manage this process as long as it is strong, this manual technique is prone to errors, missing information, and inconsistencies in how permits are completed. With the rise of automation and electronic permits, many businesses have shifted away from paper-based systems, and toward digital solutions.

Verature is a contractor management system that offers a streamlined procedure for managing the hired contractor lifecycle, from project booking to document control, remote inductions and assessments, access control, and permit checks and audits, as well as permit search, filter, and export. 

We also include permit mapping capabilities, which digitally plot where permits are given, mimicking the site map on the noticeboard that we’re all familiar with. Verature delivers a robust, trackable, and auditable permit-to-work system to private and public sector clients across a variety of different industries, with built-in workflow and logic and a filterable and exportable database of issued permits.

Features of Veratures Contractor Management System

Digital Permits 

With Verature you can replicate your paper permits in digital format, including digital signatures, checks and approvals. Any permit types or required workflow can be replicated.

Permit Audit and Check 

Perform on-site audits, attach documents and snap and attach images from any mobile or portable device.

Permissions and Workflows

Verature’s permissions and workflows ensure that only competent Users in the organisation can issue particular permit types. Built-in logic and mandatory fields prevent cutting corners and uncertainty that processes are being followed, ensuring no stage of the permit-to-work process has been skipped.

Permit Mapping Functionality 

Permits issued will be plotted on your site map or a google map, helping to identify potential clashes in high-risk works.

Permits and Passes Reporting 

Track the issue and return of permits. Reporting and querying functions enable you to filter and export all historically issued permits by location, date issued, permit type, permit status (returned incomplete, returned complete, not returned etc.), permit issuer etc. An audit activity log details who did what on a permit along each stage, with date, time and user stamps providing much-needed traceability.

Why is a Strong Permit to Work System Necessary?

Failure to manage high-risk work frequently results in the occurrence of an accident or dangerous incident. Because of the nature of the task, there is a considerable risk to life and property. Individuals or businesses held liable for failing to plan, adequately instruct, or estimate the hazards associated with the job may be penalised and punished for negligence.

Along with the personal and corporate danger of prosecution, an organisation’s reputation suffers when it fails to meet its commitments and acts without due diligence.

Overall, a permit-to-work system is a crucial tool for guaranteeing worker safety and equipment integrity. It helps to reduce the risk of accidents and incidents by formalising the work process and ensuring that work is done in a controlled and ordered manner.

Book a demo now with a member of our team to find out more.
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