Staying Safe Via Your Friendly OSHA Rep

It's not like you don't have enough to worry about running your business. From making sure your employees aren't stealing to ensuring that you actually make a profit this quarter, your hands are full. Just when you thought it was safe to go into the office…BAM!! You get hit with a safety citation that YOU have to correct or else!

That's right, whether you know it or not, your business could be operating under some very unsavory conditions. Just because your work environment seems safe, doesn't necessarily mean it is safe. There are a variety of environmental hazards to your space that you will likely not be able to ascertain by just giving the area a good visual once over. Granted, many times you can find hazards with a minimal investigation but it is vital to have experts check out your workspace for every type of hazard imaginable.

This is when it's time to give OSHA (the U.S. Occupational Safety and Health Administration) a call. Don't panic; OSHA (www.osha.gov) can provide you with help you didn't even know you needed and the best part is the price: it's FREE. You can find out about potential hazards at your worksites, improve your occupational safety and health management systems, and even qualify for a one-year exemption from routine OSHA inspections through the agency's free consultation service.

The consultation is delivered by New York state government using a well-trained professional staff, and usually takes place on-site (limited services away from the worksite are available). Primarily targeted for smaller businesses, this safety and health consultation program is completely separate from the OSHA inspection effort. In addition, no citations are issued or penalties proposed.

It's confidential, too. Your name, your firm's name, and any information you provide about your workplace, plus any unsafe working conditions that the consultant uncovers, will not be reported routinely to the OSHA inspection staff. But you have to commit yourself to correcting serious job safety and health hazards--a commitment which you are expected to make prior to the actual visit and carry out in a timely manner.

How To Get Started
Because the consultation is voluntary, you must request it. Your telephone call or letter sets the consulting machinery in motion. The consultant will discuss your specific needs with you and set up a visit date based on the priority assigned to your request, your work schedule, and the time needed for the consultant to adequately prepare to serve you. OSHA encourages a complete review of your firm's safety and health situation; however, if you wish you may limit the visit to one or more specific problems.

When the consultant arrives, he or she will first meet with you to briefly review their role and your obligation as an employer. You and the consultant will then examine conditions in your workplace. OSHA strongly encourages maximum employee participation in the walk-through. Better informed and more alert employees can more easily work with you to identify and correct potential injury and illness hazards in your workplace. Talking with employees during the walk-through helps the consultant identify and judge the nature and extent of specific hazards.

The consultant will study your entire workplace or the specific operations you designate and discuss the applicable OSHA standards. Consultants also will point out other safety or health risks that might not be cited under OSHA standards, but nevertheless may pose safety or health risks to your employees. They may suggest and even provide other measures such as self-inspection and safety and health training you and your employees can use to prevent future hazardous situations.

A comprehensive consultation also includes (1) appraisal of all mechanical and environmental hazards and physical work practices, (2) appraisal of the present job safety and health program or establishment of one, (3) a conference with management on findings, (4) a written report of recommendations and agreements, and (5) training and assistance with implementing recommendations.

At the end of the inspection, the consultant will review detailed findings with you. You will learn not only what you need to improve, but also what you are doing right. At that time you can discuss problems, possible solutions and abatement periods to eliminate or control any serious hazards. In rare instances, the consultant may find an "imminent danger" situation. If so, you must take immediate action to protect all employees. In other situations that would be judged a "serious violation" under OSHA criteria, you and the consultant are required to develop and agree to a reasonable plan and schedule to eliminate or control that hazard. The consultants will offer general approaches and options and may also suggest other sources for technical help.

Abatement and Follow Through

After the inspection you will receive a detailed written report explaining the findings and confirming any abatement periods agreed upon. Consultants may also contact you from time to time to check your progress, and you can always contact them for assistance. Ultimately, OSHA requires hazard abatement so that each consultation visit achieves its objective--effective employee protection. If you fail to eliminate or control identified serious hazards (or an imminent danger) according to the plan and within the limits agreed upon, the situation must be referred from consultation to an OSHA enforcement office for appropriate action. This has rarely occurred in the past.