Printing Industry Risk Management Guide: United Kingdom Risk Control
Printing Industry Risk Management Guide: United Kingdom Risk Control
Printing Industry Risk Management Guide: United Kingdom Risk Control
The printing industry lives and works in a fast-paced world. businesses never reopen after a major fire. Even if they do,
Companies go to great lengths to win and retain customer the downtime alone could mean loss of customers who
contracts. Exacting diligence in preventing loss at all stages may never return, particularly if no alternative contingency
in production is essential, from design and prepress, plans or arrangements are in place.
through finishing and fulfillment, including distribution and
delivery to your customers and to your customers’ Fire and explosion hazards should be identified and
customers, where you manage mailings. The very nature of appropriate controls implemented. Maintenance and
customer needs and the marketplace means the printing inspection procedures are to be utilised to ensure that
industry cannot afford downtime or loss costs associated controls remain effective. A well-designed property
with property loss, equipment failure, accidents and management loss prevention program can help you
injuries, or errors and omissions in producing and delivering address a number of potential hazards, including, but not
products to customers on time. Knowing exactly what limited to:
customers want and rapid delivery to the marketplace are
Electrical management
critical. Accuracy, quality and timeliness are key measures
by which customers judge your reliability and decide Loss control considerations for electrical management
whether or not to continue to do business with you. include, but are not limited to the following measures.
This Guide identifies some risks having potential to • Ensure electrical supply and wiring is appropriate for
contribute to critical downtime and loss in the printing the installed equipment.
industry and offers guidance to address those risks through
• Do not use temporary wiring.
safety and loss prevention strategies and programs.
• Do not overload electrical circuits/outlets. Each piece of
Property protection and preservation
equipment should be run on its own circuit.
The risk of a fire loss is very real in the printing industry.
Process operations and the “tools of the trade” help make
this particularly true. Everyday hazards include combustible QUICK LINKS
materials (paper, plastic, boxes, packaging materials,
artwork, film, and rags) and flammable and/or combustible Property protection
liquids (solvents, washes, inks, and darkroom chemicals).
Health and safety – employees
Faulty electrical wiring, outlets or extension cords,
equipment that overheats or generates static electricity Health and safety – employees and the public
(such as paper dryers and presses), can provide ignition
sources. Additionally, unprotected metal halide lights can Work-related driving
cause fire and injury if the arc tube fails, causing an
explosive burst of the tube with hot fragments dispersing on Professional liability
people and property. Flammable fumes, vapours from
Information/data security
heated dryers and dust from paper, powder and starch can
also cause fire or explosion if ignited. Equipment, raw Business continuity
materials, moulds, dies, patterns and finished products are
also vulnerable to smoke and water damage. Many
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• Do not allow dust to build up on equipment and > Operate and maintain boilers and chillers
electrical devices. according to manufacturers’ and legal
requirements to ensure safe operation, proper
• Have professionals check electrical systems annually. temperature and humidity.
Heating, ventilation and air conditioning (HVAC) should
be maintained in accordance with manufacturers’ > Maintain operating log sheets for printing presses
instructions. and associated equipment, such as boilers and
chillers.
• Properly ground all equipment.
• Have a business continuity plan, including advance
• Use only CE marked appliances. arrangements with another printer or facility to run
continuous operations. See Business Continuity
Equipment
section of this guide for additional information.
Commercial printers rely heavily on their machinery and
equipment to be fully operational in order to meet daily high Flammable and combustible management
production needs and tight deadlines. Equipment Printing and cleaning operations include the use of
inspection and maintenance programs can help companies flammable and combustible solvents and inks. Many of the
avoid unscheduled stoppages, which could otherwise result substances also produce vapours, which can be explosive.
in missed deadlines and potentially significant loss to Loss control considerations include, but are not limited to:
business income. Loss control considerations include, but
are not limited to the following measures. • Substitute with less flammable liquids where possible,
including water and plant/bio-based inks.
• Use only qualified machine operators trained to
operate, inspect, test and maintain equipment. • Store flammable liquids/chemicals/cleaning agents in
appropriate flammable liquid storage safety containers
• Inspect, clean, test and maintain equipment and and in flammable liquid cabinets or a special storage
components daily, according to manufacturers’ room separated from the press room by a fire wall.
instructions. These daily tasks can help identify failure
in mechanisms, including, but not limited to cracks, • Never store combustible materials near heat sources
foreign objects, fatigue and wear. Repair or replace or chemicals.
immediately any equipment that sparks, smokes, or
overheats. • Follow manufacturer’s instructions and warnings when
handling, dispensing or using the products.
• Verify all controls and safety devices are installed and
tested, such as trips for multiple sheet feed, high motor > Provide employee training on proper handling,
amperage, high lubricating oil temperature and low storage and disposal of flammables/explosives.
lubricating oil pressure, according to the
• Store glues and inks in tightly capped containers.
manufacturers’ requirements.
• Provide adequate ventilation around hot melt glue pots,
• Install electrical surge protection to prevent damage to
due to flammability of vapours.
electronic components, computers and
communications systems. • Do not keep more than one day’s supply of cleaning
agents or inks outside the storage area (especially in
• Use static eliminators and humidity control.
the press room).
• Use a dust collection system to help eliminate dust
• Provide access to safety data sheets (SDSs) for the
accumulations created by paper, powder, and
products and follow flammability/explosive guidance.
cornstarch, to reduce the explosion potential.
• Do not operate overheated machinery or equipment.
> Locate dust collectors outside the building and
Solvents, washes and inks should not be applied to
provide fire dampers where the ducting passes
overheated presses.
through external walls and consider the use of
suppression systems within them. • Provide static electricity controls on all presses and
coaters.
• Use approved industrial vacuum cleaners to routinely
remove dust from equipment collection points and • Provide suitable combustion controls for gas or oil fired
exhaust fans. Never use compressed air as a means to equipment used in building and process heating and
remove dust deposits. fume incinerators.
• Inspect and properly maintain boilers and pressure • Clean, inspect and maintain hydraulic systems. If
vessels according to legal requirements. possible, use only low-hazard fluids in these systems
to reduce the fire hazard potential.
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• Have emergency shutdown provisions for hydraulic • Do not over stack paper rolls, especially on
systems in the event of a fluid release. mezzanines, to avoid floor collapse.
• Provide automatic closing covers or fixed fire protection • Remove materials, such as unused boxes and remnant
for dip tanks. paper, throughout the day.
• Prohibit smoking in production areas and post “No • Store soiled rags in appropriate, fire-resistant
Smoking” signs. containers.
Fire detection and suppression devices/systems • Use automatic removal systems on machines
Due to fire and explosion hazards in the printing industry, it producing large quantities of waste.
is important to install and maintain the correct fire
• Clean all process areas once per shift.
protection systems. Options include automatic fire
suppression/sprinkler systems, heat and/or smoke Health and safety – employees
detectors with alarm functions and internal fire teams.
Certified professionals should be considered a resource in From the press, mail and circulation rooms to the
these decisions. A responsible person should supervise all distribution centre, loading dock and delivery, the printing
matters relating to a fire alarm system. That person should industry poses health and safety hazards to employees
ensure the system is tested and maintained in accordance from a number of sources. Noise from running machines;
with applicable standards and that records are kept. Loss bending, lifting, lowering, reaching, twisting, turning and
control considerations include, but are not limited to the repetitive motion; setting up, cleaning and operating
following measures. machines and equipment with nip points and moving parts;
exposures to sharp tools, chemicals, mists, dusts, hot
• Have a qualified professional routinely inspect, test and processes and equipment are among the hazards.
service your sprinkler system and fire detection
equipment/devices. Occupational illness data for the printing industry show that
employees suffer hearing loss, skin diseases, and
• Arrange for your fire detection and alarm devices to be respiratory disorders. Occupational injury data show the
connected to a central station alarm monitoring facility. majority of injuries are related to sprains and strains; slips,
trips and falls; cuts, bruises and punctures; chemical and
• Provide automatic sprinkler protection or a clean agent heat burns; struck by and caught in, including amputations;
gaseous suppression system for the computer/server and auto accidents.
room.
Safety management programs
• Provide a sufficient number of readily available Class To help reduce the hazards and risks to health and safety,
ABC and possibly D fire extinguishers. companies should implement, communicate and train on
To protect from flash fires, provide a special their written safety program. The program should include
•
extinguishing system, such as carbon dioxide, for employee participation and feedback, as well as
printing presses, dryers and laminators using management commitment and accountability. Loss control
flammable inks or liquids. considerations include, but are not limited to the following
measures.
• Keep all storage/warehousing a minimum of 1 metre
below sprinkler heads. • Provide induction training to new employees, as well as
refresher training, for full-time, part-time and temporary
Good housekeeping employees. Include general topics, such as emergency
Poor housekeeping, whether from clutter and debris on the evacuation, good housekeeping, personal protective
floor or equipment and exhaust fans that are not routinely equipment (PPE), and ergonomic principles, among
cleaned, can contribute to a fire. Dry products in continuous others.
motion can generate static electricity that can ignite paper Train employees on the hazards and safe work
•
or dust. Dust can also be explosive. Loss control practices related to their specific jobs. Training should
considerations include, but are not limited to the following be interactive and not just “read and sign.”
measures.
• Use temporary employees only in the capacity for
• Store all roll and sheet paper on wood pallets or which they are trained.
platforms off the floor.
• Have a contractor safe work agreement for on-site
• Store large rolls of paper, plastic or fabric horizontally contracted services, which should include the use of
in well-spaced, low height piles to reduce fire spread. permits to work.
• Store paper rolls 24 inches from the wall. Wet rolls can
expand and push out a wall.
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• Conduct hazard communication training and make • Have a lockout tagout program (including tags) for
SDSs readily accessible. shutting down machines and equipment for cleaning or
repairing or in an emergency, such as employees
• Have an accident investigation process, including getting caught in nip points or coming in contact with
action plans for correction. moving parts.
Chemicals and hazard communication • Train operators on locations of all emergency shut off
Printers may use a variety of hazardous chemicals, which switches.
could contribute to adverse health, including dermatitis and
respiratory disorders. Mixed dust from paper, ink particles • Train employees on proper operation of conveyors.
and starch also could create respiratory disorders and
• Prohibit the wearing of loose clothing, jewelry or untied
discomfort. A written safe working procedure should be
long hair when operating machines or conveyors.
implemented and include, among other things:
• Have machines routinely inspected by a qualified
• A chemical inventory that is updated, as needed.
technician.
• Carrying out written Control of Substances Hazardous
Ergonomics and manual material handling
to Health (COSHH) risk assessments.
Back injuries are not uncommon in printing operations,
• Employee training and documentation of training on: including among warehouse and loading dock employees.
Sprains and strains occur particularly from improper lifting.
> Safe chemical handling
• Train employees on safe lifting techniques, including
> Reading and adhering to warnings and instructions cases of paper.
on chemical container labels
• Use team lifting for heavier products, such as skids of
> Accessing readily available SDSs paper.
• Chemical substitutions of less toxic/non-toxic • Change the loads, where possible.
chemicals to the extent possible. Water and plant/bio-
based products, such as soy-based inks, are less toxic > Make the load smaller or lighter and easier to lift.
than petroleum based.
> Break large consignments into manageable loads.
• Indoor air and occupational exposure monitoring and to
reduce exposures that are above permissible levels. • Provide appropriate lifting devices, such as lift tables,
dollies, pallets and sack trucks.
• Local exhaust and forced fresh air ventilation to reduce
inhalation of airborne exposures such as dusts and • Out-of-service devices should be marked, repaired
volatile materials in processing areas. and/or replaced.
• Appropriate PPE (chemical-resistant gloves/gauntlets, • Train employees on the proper and safe use of
aprons) to employees who work with hazardous materials-handling devices, including in warehouse,
chemicals. mailroom, and distribution and loading operations.
Operating forklift trucks require special training.
Machine safe guarding (lockout/tag out)
Ergonomics and other job tasks
Conveyors and machines with moving parts and nip points,
such as sheet and web-fed presses, plate processors, For employees who work in mailrooms, prepress design,
bindery folders, mail stackers, and pocket carriages can put set up or administrative functions, good ergonomics is
employees at risk for a number of potential injuries, from important in helping to reduce discomfort and disorders
cuts and punctures. Some also can cause amputations. associated with repetitive motion (bending, twisting,
Loss control considerations include, but are not limited to reaching, typing). Employees should be trained on proper
the following measures. techniques that reduce awkward hand, wrist and shoulder
twisting and reaching. Workstations, seats and monitors
• Train employees on, and enforce the use of machine should be adjusted to proper heights to reduce strain and
safeguards, including guarding in-running nip points on discomfort.
equipment.
Occupational noise/hearing conservation
• Properly maintain guards. Operating multiple presses, cutters and other machines at
the same time can create a great amount of noise. Typical
• Install an interlocking system on machines to prevent
noise levels can exceed those specified in relevant
operation if guards are removed.
legislation in terms of levels at which a hearing
conservation program is required. Engineering controls
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should be implemented, to the extent possible, to reduce Personal Protective Equipment (PPE)
the noise level emitted. Typical noise levels in printing A number of hazards – from sharp objects to hot processes
facilities can range from 90 to 115 dB (A), which is over to dusts, inks, and other chemicals – can put employees at
acceptable limits. Loss control considerations include, but risk of injury and occupational health discomfort, disease
are not limited to the following measures. and illness, including dermatitis and respiratory disorders.
While source reduction, to the extent possible, should
• Conduct audiometric screening on all workers exposed
always be your first control strategy, the use of personal
to a daily or weekly personal noise exposure of 85 dB
protective equipment and safe work practices also can help
(A) or more.
reduce many risks. Loss control considerations include, but
• Conduct baseline audiometric testing on new are not limited to the following measures.
employees who will be exposed to a daily or weekly
• Train employees on proper fit and use of PPE,
personal noise exposure of 85 dB (A) or more.
including protective gloves, safety glasses/goggles,
• As far as reasonably practicable, eliminate or reduce face shields, respirators and hearing protection
source noise on equipment and machines, including devices.
through use of lubricants and mufflers.
• Provide eye and face protection to employees who
• Consider noise characteristics when making new work with or near printing presses that give off spray
equipment purchases. and mist from inks and chemicals.
• Issue hearing protection devices to workers exposed to • Make eyewash stations readily available near
a daily or weekly personal noise exposure of 85 dB (A) equipment that could release chemical sprays or mists.
or more.
• Provide breathing protection, as appropriate, to
• Give employees frequent breaks if in areas exceeding employees with airborne exposures, including dusts,
recommended decibel levels. mists or solvent vapours.
Powered industrial trucks/forklift truck safety • Provide approved dust masks where paper dust and
ink particulates could cause irritation.
Each year, employees are injured when forklifts roll over,
fall off loading docks or as a result of improper operations • In some cases, respiratory protection may be
and dismounting. Lack of training is the key issue. Powered mandatory to control the inhalation exposure.
industrial trucks are of two types: electric/battery powered
and combustion engine/fuel powered. Each has a variety of • Check PPE routinely for wear, cracks, inefficiencies
different configurations and attachments. Operators MUST that could reduce the protective nature of the
be thoroughly trained in safe operations specifically on equipment and replace as appropriate.
each type of industrial truck they will operate. Safety
training includes, but is not limited to, driving procedures, • Train employees on safety around hot processes.
loading, parking, dismounting, refueling and inspecting
• Provide burn first-aid kits in hot process areas (binding,
vehicles.
plating, press) and train employees on safe practices
• Do not permit anyone under 18 to operate a forklift. and first-aid procedures to control burns.
• Use only trained and certified operators. Health and safety – employee and public risks
Some hazards such as slip, trip and fall hazards, poorly lit
• Operators must conduct daily pre-shift inspections areas, fire hazards or acts of violence can affect both
before operating equipment. Daily checklists should be employees and non-employees on your premises or facility.
available from the truck manufacturer. Loss control strategies include, but are not limited to the
Operators must know when to tag industrial/forklift following measures.
•
trucks “out of service.” Life safety
• Have a qualified mechanic correct/ service all • Have a formal, written emergency response plan.
problems.
• Communicate the plan to all employees, suppliers and
• Adhere to the owner’s manual, including load capacity. visitors. Conduct drills throughout the year.
• Operate in well-ventilated areas when indoors. Check • Audit your drills to make sure everyone knows what to
combustion engines routinely and maintain to reduce do in an emergency, including evacuating, when
fuel emissions. appropriate. Address shortcomings.
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• Communicate your emergency plan to all third parties • Hold third-party meetings in areas separate from the
on your premises. production area.
• Provide adequate number of exits. • Designate an employee to accompany all visitor tours.
• Keep material, inventory and waste away from exits • Provide PPE to visitors if they enter production areas,
and out of aisles at all times. as appropriate. Otherwise, limit access to production
areas to employees only.
• Provide adequate lighting and signage at exits.
• Have an emergency notification and response
• Have a common meeting place outdoors, at a distance procedure in the event of a violent act.
from the building, and take attendance.
• Keep premises around the building, including outside
Slips, trips and falls storage areas, well lit.
Slip, trip and fall injuries on your premises could result in
employee or third-party claims in terms of holding you • Keep landscaping trim and bushes clear of windows
responsible for the injury. and doorways.
• Maintain walking surfaces in smooth and good • Loading docks and railroad side-tracks should be
condition. guarded. Post warning signs, as appropriate.
• Replace tiles or carpets that are missing or not firmly in • Install security cameras.
place.
• Keep facilities locked during off-hours, to reduce theft
• Keep floors clean and dry and free of water, oil or of computers and other valuable inventory.
grease.
Third-party considerations
• Use “wet floor” signs and mop up spills immediately. Subcontractors, suppliers of raw materials, hazardous
waste operators, Quality Assurance (QA) laboratories, and
• Keep parking areas free of snow and ice. other third-parties with whom you do business could be a
liability for you. Additional loss control considerations
• Avoid any uneven transitions in walking surfaces.
include, but are not limited to the following measures.
• Maintain good housekeeping.
• Risk transfer programs, including Certificates of
• Keep aisles, paths and walkways free of clutter. Insurance and hold harmless/contractual agreements
with appropriate limits of insurance.
• Keep electrical cords out of aisles, walkways and from
the operator’s footpath around equipment. > Third-parties also may include temporary
employment agencies, if you use them to place
• Keep stairways clean, adequately lit, equipped with temporary employees in your workplace.
handrails and non-slip treads.
• Contractor safe work agreements for on-site contracted
• Keep loading dock surfaces and dock plates in good services, including hot work permits.
condition.
Work-related driving
• Provide adequate lighting inside and outdoors, Many printing operations have sales and delivery staff who
including at loading docks and in parking areas. operate vehicles in the scope of their work. Injuries from
Provide safety training on use of ladders. motor vehicle accidents can happen to both your
•
employees and to the general public. In the event of a
Premises security vehicle accident, there also may be property damage to
A premises security program can help protect both your one or more vehicles. Additionally, employees who drive
people and property, including unauthorized access to their own vehicles in the scope of their work can present an
areas where you keep precious valuables, patterns, added financial risk to your company. Loss control
prototypes and other customer property. Loss control strategies include, but are not limited to:
considerations include, but are not limited to: Implement a driver selection and hiring procedure for
•
Have a secured entry for employees. company drivers, including those who use their own
•
cars in the scope of their work. This includes valid
• Have a visitor/customer/vendor sign in procedure, driver’s license verification and competency
including a visitor escort policy. assessment.
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• Implement a fleet safety program covering defensive • Require written specifications from customers,
driving/ accident avoidance and vehicle inspection and including for changes made during the process.
maintenance. Document all driver training.
> Where customers provide their own design
• Have a routine vehicle inspection program. This specifications, have written hold harmless
includes inspection of non-owned company vehicles agreements.
used by employees in the scope of work.
• Require customers to approve ink colours before the
• Provide defensive driver training to all new employees job is run. This is especially important when managing
before operating a vehicle on company business. company logos and branding.
• Train truck drivers on safe practices, including • Conduct QA inspections on set up and production runs.
reversing into loading docks.
• Conduct QA inspections before releasing proofs for
• Implement safe working procedures in terms of customer approval.
pedestrian traffic in the docking/loading areas, e.g.,
physical segregation. > Require customer sign off and approval on all
proofs, including colour and corrections.
• Implement a mobile phone policy, prohibiting the use of
mobile phones while vehicles are in motion. Employees > Require all approvals to be in documented form,
should pull over to a safe location to retrieve messages whether in writing or by email.
and return calls.
> Archive/file all documentation, in accordance with
• Have an accident reporting and investigation a document retention policy.
procedure. Equip glove compartments with an accident
• Have a system whereby duplicated job specifications
form that can be completed “on the spot” to record
travel with a project or are accessible at every step so
relevant facts to the accident event.
everyone knows the requirements.
• Require driver remedial training, up to and including a
• Have a recall/reprint policy.
disciplinary procedure, for drivers who have
preventable accidents. • Have a complaint handling program.
• Require employee drivers of non-owned company • If production involves other contractors or
vehicles to produce proof of vehicle insurances that subcontractors, have a risk transfer program, including
includes business use with adequate limits of requiring Certificates of Insurance.
indemnity.
• Follow best practices of the British Printing Industries
• If you use for-hire delivery or carrier services, require Federation (BPIF).
proof of insurance/certificates of insurance. Consult
your broker for appropriate limits. Customer property
Protect customer property and finished products in your
Professional liability
care until delivery. This includes moulds, dies, plates they
Printers must not only be “on time,” they also must be have paid for, as well as logos, prints and patterns. Loss
accurate and exact in producing the printed word and control considerations include, but are not limited to:
communication. Any misprint, omission, incorrect colour,
poor quality print, or “not on time” delivery could result in • Handle customer’s property (logos, artwork,
financial damage to your customer and you. Errors and manuscripts, patterns, prints, moulds and dies) with
omissions can run the gamut from blurry type on a page to great care to prevent corruption, damage or breakage.
misprinted pharmaceutical or product warning labels,
tickets, checks, architectural plans, instructional manuals, > The purchase agreement should identify who owns
and advertisements to a page missing in a publication. the moulds and dies.
Missed deadlines on time-sensitive materials, such as Store moulds and dies not being used in a separate
•
advertisements, can be a very serious problem. Customers room (fire rated, if possible).
may refuse to pay for the work and hold you liable as well.
Additionally, you must be diligent in the understandings • Return patterns and prints to customers after use or
between you and all third parties, including your customers, store them and other such property off premises in an
suppliers, contractors and subcontractors, in business approved, fire-resistant safe or vault. Some printers
transactions and agreements. Loss control strategies require customers to have duplicates.
include, but are not limited to:
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