Log Books

Log Book & User Manuals are Mandatory as per HSE.

Employers Duties

As per control of Substances Hazardous to Health (Fifth Edition). Approved Code of Practice and Guidance - Regulation 8 use of Control Measures. Employers should establish procedures to ensure that the control measures, including items of PPE and or any other item or facility, are properly used or applied and are not made less effective by other work practices or improper use. The procedures should include:

Visual checks and observations at appropriate intervals
Ensuring that PPE is provided where necessary
Supervising employees to ensure that the defined method of work are being followed
Prompt remedial action where necessary

The above refers to Controlling Airborne Contaminants at Work - Chapter 9.

Key Point

LEV system owners (employers) need both a 'user manual' and a system 'log book'.

304 This chapter describes essential documentation for LEV systems.

Introduction

305 A user manual and log book should be supplied as part of the design, installation and commissioning process. They contain guidance and standards for the employer to maintain the LEV and also for the LEV examiner (see Chapter 10).

User Manual

306 When buying virtually any machine, it comes with a user manual. LEV systems should be no different.

307 A manual should cover how to use the system, how to maintain it, the spares available and a list of things that can go wrong. It should contain an exploded diagram naming key components of the LEV.

308 The employer, as client and owner of the LEV system, requires a user manual because:

They may not understand the technicalities of the LEV system;
LEV checking and maintenance will improve with good instructions and guidance;
It will assist the examination and test of the LEV system

309 A comprehensive user manual for LEV should be in two parts;

Simple 'getting started' instructions (to be read by most people); and
Detailed technical information for service providers and maintenance/repair engineers

310 The detailed technical information would usually include:

The purpose and description of the LEV system, including diagrams and drawings;
How to use the LEV
Signs of wear and control failure
The schedule, frequency and description of checks, maintenance and replacement
A detailed description of the specific statutory 'thorough examination and test' requirements and benchmarks
The performance information from commissioning
A listing of replaceable parts (and part numbers)

Purpose

311 There should be a description of what the LEV system is designed to control and how it achieves control.

Detailed Description

312 The detailed description would usually include;

Component specification and materials of construction and component serial numbers.
The designed face velocities of all hoods and the duct velocities. Where the system components have 'type test' reports, these should be included.
Make-up air arrangements
The measurements and test points, and the measurements and tests required. This includes testing alarms. For systems that use water, it includes tests of water quality. Where necessary, test also include light levels at work position.
Maintenance and cleaning frequencies, eg fan blades, filters
Checks for articles blocking LEV and how to avoid contaminant build up.
Correct operator behaviour in using the system, eg movable hood positioning in relation to a source.
Any special requirements for waste disposal.

Drawing

313 A drawing of the system should include identified components and, where appropriate, their serial numbers, showing:

Hoods, including air inlets and if appropriate, their capture zone.
Ductwork runs (rigid and flexible), bends and junctions, contractions and expansions.
Control dampers and valves.
Monitoring equipment, eg manometers.
Measurement and test positions and (if necessary) sampling positions.
Access hatches
Air cleaner (i fitted)
Air mover
Discharge
Monitors and alarms

Operation and Use

314 The details of operation and use could include:

Identification of adjustable controls that affect the systems performance, eg dampers.
The position of hoods, sash openings etc for optimum performance.
Operator practice, including positioning of process equipment and methods of working. (This needs consultation with the employer and employees.)
Other factors affecting LEV performance, such as draughts from open doors or the use of additional fans for cooling.

Checking and Maintenance

315 The details of checking and maintenance should include:

Ductwork condition, especially flexible ducts.
Mechanical integrity, eg corrosion, damage, seals, dampers, sash suspensions etc.
Cleanliness of hoods, especially canopies and duct interiors.
Operation of monitors, airflow indicators etc.
Pressure relief or inerting systems, if applicable.
Test of leakage
Illumination in booths and hoods.
Noise levels.
Alarm systems operate correctly
Water quality, if appropriate.
Make-up air without draughts or blockages.
List of spare parts required.

Thorough Examination and Testing

316 The details of thorough examination and testing should include:

What to test
When to test
Where to test
How to test
Comparison with commissioning and subsequent test results where available.

Technical Performance

317 Where available, the details of technical performance should include:

Static pressure target values for each hood, duct, and other identified points in the system
Target hood face velocity and other velocities
The operators' (employees') exposure compared with exposure benchmarks .

LEV System Logbook

318 All LEV systems require a logbook that contains schedules and forms to keep records of regular checking, maintenance and repair. The logbook contains:

Schedules for regular checks and maintenance
Records of regular checks, maintenance, replacements and repairs.
Checks of compliance with the correct way of working with the LEV system.
The name of the person who made these checks.

Examples of What Should Appear in the Logbooks' Checklists

319 Identified daily checks, weekly checks and monthly checks for each item in the system, for example:

Hoods, including airflow indicators, physical damage and blockages.
Ducts, including damage,, wear and partial blockage.
Dampers - position
Air cleaner, including damage, static pressure across the cleaner and failure alarms.
Air mover, including power consumption and changes in noise or vibration.
Maintenance carried out.
Replacements made.
Planned and unplanned repairs.
Operators use of the LEV - check they are following correct procedures.
Space to report the results against each check item.
Signature and date.

320 Specific examples include:

Clearance time for a room enclusre or booth.
Receiving hood positioning, particularly for movable hoods.
Capturing hood and working zone within the capture zone.
Operator making sure the source is well within a partial enclosure.
Operator working sideways-on to the airflow in a walk-in booth.
Clutter obstructing LEV
Checking the fan noise and keeping the impellers clean.
Fan bearing replacement.
Filter material replacement.

Undocumented Existing Systems

321 For LEV system with no logbook, user manual or commission report, the employer may need help from the supplier or from an expert, eg a consultant engineer or occupational hygienist specialising in LEV to prepare suitable documentation.

322 The methods used to judge whether the LEV continues to achieve the original performance and provides adequate control will depend on the assessment of the system but would normally include visual, pressure measurements, airflow measurements, dust lamp and air sampling tests, as appropriate.

Published: February 02, 2017
Author: by Gary Marsden