OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.
Revision
Page

Appointment of The Rules

Issue Date

APPLICATION OF THE RULES

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX
00
1 of 12
February 10, 2016

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX

Revision

00

Page

Appointment of The Rules

Issue Date

2 of 12
February 10, 2016

CONTENTS
1.

OBJECTIVE

2.

DEFINITIONS

3.

PERSONS AND THEIR RESPONSIBILITIES

4.

SAFES

5.

LOCKS

6.

SAFETY DOCUMENTS AND SUPPLEMENTARY FORMS

7.

APPLICATION OF SAFETY DOCUMENTS AND SUPPLEMENTARY FORMS

8.

OPERATION OF THE SAFETY DOCUMENT SYSTEM

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX

Revision
Page

Appointment of The Rules

1.

Issue Date

00
3 of 12
February 10, 2016

OBJECTIVE
The objective of this Procedure is to define the roles of persons defined in
the Safety Rules and also to specify how Safety Documents, supplementary
forms and Keys will be controlled.

2.

DEFINITIONS
Definitions printed in bold type are defined in the Safety Rules.

3.

PERSONS AND THEIR RESPONSIBILITIES

3.1

The categories of authorisation are as follows:

i)
ii)
iii)
iv)
v)

Safety Controllers
Issuers
Safety Co-ordinators
Designated Person
Acceptors

Additional Roles:
Selected Person (Specialist Advice)
Plant Operator
3.2

Site Manager
Responsible for overall site Safety Rule Management.

3.3

Safety Controller
The role of Safety Controller is central to preparation and
cancellation of Safety Documents under the Safety Rules. It is
within the scope of the Safety Rules that one person can, in the
appropriate circumstances, prepare and issue a document, that one
person could also enact the role of Acceptor to receive a document,
carry out the work and clear the document.

3.4

Issuer
The issue and transfer of specified safety documents.

3.5

Safety Co-ordinator

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.
Revision
Page

Appointment of The Rules

Issue Date

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX
00
4 of 12
February 10, 2016

The co-ordination of safety precautions across boundaries controlled

others.

by
3.6

Designated Persons
The isolation of Plant and Apparatus or other duties specified by a
safety controller.

3.7

Acceptors
The receipt and clearance of Safety Documents and supervision of
Working Parties.

3.8

Working Party
Those persons working under the terms of a Safety Document and
includes the recipient working on his own.
To be in charge of a working party as a recipient of a Safety
Document the person takes on the responsibilities for general
requirements and General Safety established in General Provisions
of the Safety Rules.

3.9

Selected Persons
A person qualified by technical knowledge and experience and
nominated to carry out tests and examinations and specify the
precautions to be taken to overcome special hazards.

3.10

Plant Operator
Under Safety Rule 4 the Plant and/or HV Apparatus shall be released
from service by the Plant Operator, who shall record its release.
Plant Operators are not appointed under the Safety Rules but require
to record plant release as part of their normal duties.

4.

SAFES
4.1

Key Safes

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.
Revision
Page

Appointment of The Rules

Issue Date

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX
00
5 of 12
February 10, 2016

An Approved safe used to retain safety keys. The safes are a

numbered series each having fitted locks which are unique. The locks
are identified along with their keys by the Key Safe number and a
letter. Additionally there is a common control lock on each safe
operated by a key issued to Safety Controllers only.
4.2

Card Safes
Safes of an Approved type which when locked by an Acceptors
lock, retain a Safety Document.

5.

LOCKS
A number of categories of locks are used. This section details those locks,
particularly the ones which have a direct application within the safety
system. The distribution and control of the associated keys is also described
where appropriate.
5.1

Safety Locks
Locks used for securing Plant and/or Apparatus in an Isolated
and/or Earthed state.

The locks for this purpose are of a series which ensure that each is
unique. In addition each lock is provided with one key only. Safety
Lock keys are placed in a Key Safe to retain the isolation.
5.2

Key Safe Locks

The locks on each Key Safe which are unique and used to secure
Safety Keys within the Key Safe. The locks on each Key Safe are
identified by the Key Safe number and a letter.

5.3

Safety Controllers Control Lock

One lock on each Key Safe which can be operated only by a Key
issued to Safety Controllers. The lock is a common lock being
identical on each Key Safe.

5.4

LV Acceptors Locks
For Persons nominated to undertake work on low voltage apparatus
which require oral instructions are to be issued with unique locks. The
5

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX

Revision

00

Page

Appointment of The Rules

Issue Date

6 of 12
February 10, 2016

locks in this case all used to secure the isolation of the LV Apparatus
on which the Person is working under the oral instructions.
6.

SAFETY DOCUMENTS AND SUPPLEMENTARY FORMS

6.1

Safety Documents
The following Safety Documents are used for controlling work
and/or testing:
Access Certificate
Permit

6.2

Supplementary Forms
The above documents may be supplemented as appropriate by some
of the following forms:
Selected Persons Report
Earthing Schedule
Approved "ROS" Procedure
Record of Further Acceptors
Transfer Record Continuation Sheets

7.
APPLICATION OF SAFETY DOCUMENTS AND SUPPLEMENTARY
FORMS
7.1

Safety Documents
7.1.1 Single Working Party Safety Documents
The document in these cases may be cleared only by the
recipient or the person to whom it has been transferred.
The categories for a document to be restricted to a Single
Working Party are:For Permit
i)
ii)
iii)

For work and/or testing of HV Apparatus

For work which involves restoration of supplies
Where a Safety Controller decides that it is necessary.

For Access Certificates

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX

Revision
Page

Appointment of The Rules

i)
ii)

00

Issue Date

7 of 12
February 10, 2016

For work or testing in close proximity to, but outside

Safety Distance from Exposed HV conductors.
Where Safety Controller decides that it is necessary.

7.1.2 Multiple Working Party Documents

Multiple Working Party documents are Issued to further
Acceptors by an Issuer using a record of further Acceptors.

7.1.3 Safety Document

Cancellation

Preparation,

Issue,

Transfer

and

Preparation and cancellation of all documents is by a Safety

Controller. Issue and transfer of all documents is carried out
under the Personal Supervision of an Issuer.
A register of the preparation and issue of all Safety
Documents is kept in the Permit Office(s). The register also
contains the details of all document cancellations. The register
is indexed into Safety Document types, each individual entry
specifying dates of preparation, issue and cancellation,
department or contractor that the document was issued. The
plant title and relevant key safe key number complete the
entry along with the Safety Document number.
Each Safety Document has two copies. Only the card copy is
recognised as the document through which the work process is
enacted, and only this copy requires the signatures for
clearance and cancellation. The original document remains in
the Permit Office(s) for reference.
7.2

Supplementary Forms
7.2.1 Selected Persons Report
A report giving specialist advice to the Safety Controller
preparing a Safety Document where special hazards exist.
The report is only called for by a Safety Controller and
prepared by a Selected Person.
Examples where a Selected Persons report could likely to be
called are as follows:
Where atmosphere checks are necessary;
7

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX

Revision

00

Page

Appointment of The Rules

Issue Date

8 of 12
February 10, 2016

Where handling of chemicals is involved;

Where welding and burning permission is required;
Where excavations are required;
Wherever any particular expertise is required.
7.2.2 Earthing Schedules
These are kept in the Designated Permit Office(s) for use as
required with the issue of Drain Earths.
7.2.3 Approved Restoration of Supplies Procedure
A procedure detailing the Approved method of restoring
motive power during the course of work.
The cases of work to which they are applicable are limited in
number and recorded in a register kept for the purpose in the
Designated Permit Office(s).
When a procedure is drawn from the file for use, it is checked
against the register to ensure that it is the current issue of that
procedure.
7.2.4 Safety Precautions List
This list is required as a record of the safety precautions taken
to achieve "Safety from the System" in the preparation of a
Safety Document. The Designated Person carrying out
such safety precautions signs the list verifying the precautions
taken.
8.

OPERATION OF THE SAFETY DOCUMENT SYSTEM

8.1

General
Setting people to work safely involves clearly identifiable stages:
Work Planning
Release of Plant/Apparatus from Service
Preparation for Work
Issue of Work to Persons
Execution of Work by Persons
Return of Plant/Apparatus to Service
The following sections establish procedures in following that pattern
of events with particular emphasis on the Safety Document aspect.
8

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.
Revision
Page

Appointment of The Rules

8.2

Issue Date

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX
00
9 of 12
February 10, 2016

Safety Document Preparation

Safety Documents are prepared by Safety Controllers.
Preparation of a document on Plant/Apparatus which is to be
removed temporarily from its normal position includes precautions
against such hazards as stored energy and toxic residues. The Safety
Document prepared for this purpose details the precautions taken
any which are to be further observed particularly with regard to the
application of energy for the test purposes whilst the
Plant/Apparatus is removed from its position.
When it is necessary to issue a safety document solely to allow
Plant/Apparatus to be removed for use at a different point, the
"Work to be Done" section must include the statement "Removal and
Replacement". It must never be issued for "Removal" only unless the
Plant/Apparatus is to be decommissioned.
Once a document has been prepared, the safety precautions carried
out may not be removed until the document is cancelled, even
though it may not have been issued. A Safety Controller may issue
a document to themselves and cancel it without any work being done.
This fact must be recorded on the document.

8.3

Document Issue
All document issue, and re-issue of a transferred document will be
carried out by an Issuer.
If the document is a Single Working Party Document then it remains
in the safe personal custody of the Acceptor who is in charge of the
working party on the job. Other Acceptors can join a working party
which already exists - i.e. becoming a member of it under the leader
of the working party, should it be necessary to change the Acceptor
in charge of the working party, a new Safety Document must be
issued.

8.4

Work Completion
When work for which a Safety Document was prepared and issued
is completed, then the Safety Document should be cleared and
cancelled.
8.4.1 Single Working Party Document
a)

Clearance
9

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.
Revision
Page

Appointment of The Rules

Issue Date

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX
00
10 of 12
February 10, 2016

If the work for which the document is issued is

completed, then the current holder of the document is
required to sign the clearance section of the document
and return it and any supplementary forms to the Permit
Office. When HV switchgear is involved then the
operational situation of the switchgear is stated in that
section by the Acceptor.
Any items which are returned at the same time, (e.g.
portable earthing leads) are left in the permit office with
a note made out by the Acceptor clearing the document
to identify the items with the cleared document.
b)

Transfer
If the current holder of the document completes his
working period with the work itself unfinished, then he is
required to surrender the document to an Issuer by
completion of the Document Transfer Record.
The Issuer will also sign the surrender section of the
document. The Safety Document together with all
items associated with it are handed over to the Issuer
to be retained in safe custody. For this purpose, a
surrendered Safety Document file is available in the
Designated Permit Office(s). Only when the work is to be
resumed will the Supervisor release the document and
associated items from safe custody to a prospective
recipient. The prospective recipient in this case is
instructed by the
Supervisor to be re-issued with the Safety Document
by an Issuer. The new recipient and the Issuer sign the
Safety Document Transfer Record to complete the reissue of the document.

8.4.2 Multi-Working Party Safety Document

a)

Clearance
If the work which the Acceptor carried out as a leader
of a Working Party under a Safety Document in a
Card Safe is completed, then the Acceptor discharges
his responsibility under that document in one of two
ways:
10

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX

Revision
Page

Appointment of The Rules

b)

Issue Date

00
11 of 12
February 10, 2016

i)

By signature on the Record for Further Acceptors

of Multiple Working Party documents and
removal of his personal lock from the Card Safe
which secures the document.

ii)

By signature on the Safety Document clearance

section after removal of the last Acceptors lock
which secured the document in the Card Safe.

Transfer
If the Acceptor completes his working period and the
work is to be continued then such transfer of the work to
further Acceptors takes place as outlined in Section
8.4.1 (b) of this procedure. The Acceptor completing the
working period signs the record of further Acceptors
and removes his Personal lock from the Card Safe.

8.4.3 Safety Document Cancellation

Whenever an Acceptor signs the clearance section of a
Safety Document as indicated above, the document and all
items associated with it are returned to the Designated Permit
Office(s)
for cancellation by a Safety Controller. Any exception to the
stated requirements for clearance are made by the Acceptor
signing the clearance.
A Safety Controller can require the clearance and
cancellation of a Safety Document even though the work for
which the document was issued is not completed. Such
requirement could arise from a need to use Plant/Apparatus
in emergency conditions or need to modify the safety
precautions appropriate to the stage that work has reached.
The Safety Controller cancelling the document ensures that:
i)

All items associated with the document are accounted

for prior to the cancellation.

ii)

The Safety Document Register is updated.

iii)

Arrangements are made to return the Plant/Apparatus

to service when appropriate;
11

OKI PULP & PAPER MILL

PROJECT
[OKIPL1]

Project No.
Document No.
Revision
Page

Appointment of The Rules

iv)

8.5

Issue Date

P-OkiPL1
P-OkiPL1-100-01-FRM-XXX
00
12 of 12
February 10, 2016

The document, any Earthing Schedule and Record of

Acceptors are matched up with the original flimsy for
subsequent posting to the Archives.

Temporary Interruption of Work

It is appropriate to cancel a Safety Document when the following
conditions apply:
i)

All the work for which the document was issued ceases
temporarily and control over the outstanding work, as a result
of work ceasing, would be lost. A holding isolation will then be
prepared.

ii)

Conditions, which applied at the time of initial precautions

being taken, change and give rise to a need for confirmation
that the
precautions remain satisfactory, e.g. a change of state of the
plant from "off load" to "on load".
Should it be necessary to obtain access to the Key Safe
associated with a Safety Document, the document is first
cleared and cancelled by a Safety Controller.

12