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					                                                                                            Health & Safety Policy
Guideline Health and Safety Policy

All businesses/organisations with five or more employees are required to provide a written document
detailing it’s general policy for health and safety and the organisation and arrangements for carrying out the
policy. Employees should know about the policy and be aware of their own responsibilities.


The responsibility rests with the employer for ensuring that all Health and Safety Acts and Regulations are
complied with and that any written documentation produce is suitable and sufficient.


This health and safety guidance is intended to be a simple guide for you on how to create your own policy
and documenting your health and safety arrangements.


This guideline document is not a comprehensive legal document. It contains all the sections you will need
to cover and lists some of the procedures you will have to produce to comply with the legislation. It is not
comprehensive and you may need to include further work activities and procedures following your own
assessment of workplace hazards. You should also regularly review and update your policy and
documentation to ensure that it reflects the hazards that are likely to occur within your business to ensure
that it reflects any changes to the current Health and Safety Regulations.


The blank spaces need to be completed as appropriate and the wording can be changed to reflect your
particular organisation. Points where you need to insert names or other words are denoted by the change in
font.


There may be sections of this guide that do not apply to your Organisation; these sections may be deleted
as required.


Please note, this guidance document contains notes on good practice which are not compulsory but which
you may find helpful in considering what you need to do.


If you require further advice on writing your Health and Safety Policy you can contact Environmental Health,
Tandridge District Council, Station Road East, Oxted, Surrey, RH8 0BT, Tel: 01883 732841, Fax: 01883
732888, email: eh@tandridge.gov.uk.


Also further guidance on writing your health and safety policy can be found in the document "Writing your
Health & Safety Policy Statement - How to prepare a safety policy statement for a small business" available
from HSE Books. This can be purchased from HSE Books by telephone order on 01787-881165 or from
                                                                                        Health & Safety Policy
good bookshops. Alternatively, the HSE web site is a good source of information and it can be found at
www.hse.gov.uk/pubns/index.htm
The following documents can be downloaded free of charge, as a pdf documents:
An Introduction to health and safety INDG 259
Managing health and safety INDG 275
Director’s responsibilities for health and safety INDG 343
Need help on health and safety? INDG 322
Starting your own business INDG 324
Writing a health and safety policy statement HSC6 www.HSE.gov.uk.
                                                                                               Health & Safety Policy
                                     Health and Safety Policy


                                          Draft Number 1
                                                    DATE




                             This is the Health and Safety Policy Statement of




                               …………………………………………………………………….
                                     (Name of Organisation / Business)




 Our policy is to provide and maintain safe and healthy, environment, working conditions, equipment, and
systems of works in our workplace. It is also our policy to provide adequate control of the health and safety
  risks arising from our work activities. We will ensure safe handling and use of substances. We will also
  provide such information, training, and supervision, as is need for this purpose. We also acknowledge
  responsibility for the health and safety for other people who may be affected by our work and activities.


It is also our policy is to consult with our employees on matters affecting their health and safety, and it is our
                       policy to prevent accidents and cases of work-related ill health.


The allocation for safety matters and the particular arrangements that we will make to implement the policy
  are set out below. The policy will be kept up to date, particularly as the business changes in nature and
            size. To ensure this, our policy and the way it is operated will be reviewed annually.




                           Signed……………………………………………………….
                                       (Employer / Managing Director)



                           Date…………………………………………………………..




                            Review Date……………………………………………….

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                                                    Health & Safety Policy
              Example Responsibility Hierarchy



                            Managing
                            Director /
                            Employer
                            (Name)




                              Site
                            Manager
                            (Name)




                            Building
First Aider                                  Equipment
 Accident                  maintenance
                                            maintenance
Reporting




                                                                    2
                                                                                                Health & Safety Policy
Responsibilities


       (Name)             as Managing Director / Employer , has overall responsibility for health and
safety in the Organisation.


       (Name)             is responsible for ensuring that all matters relating to health and safety are
addressed within the Organisation and that the policy is kept up to date and reviewed regularly. He / she is
also responsible for the implementation of the Health and Safety Policy, the co-ordination of the undertaking
of risk assessments, and the implementation and monitoring of any controls which are imposed as a result
of the risk assessments.


     (Name)               has day-to-day responsibility for ensuring that the health and safety policy is put in to
practice and that any controls are put in to practice or are carried out.


The following people have responsibility for ensuring health and safety standards are maintained / improved
in the following areas:


Name                                             Area of Responsibility




All employees have the responsibility to co-operate with the Organisation to achieve a safe and healthy
workplace and to take reasonable care of themselves and others and not to interfere with anything provided
to safeguard their health and safety. An employee has a responsibility to let (Name(s)or Job Title)
know if there is a matter relating to health and safety that should be brought to their attention for action.


Health & Safety Advisor / Workplace Safety Advisor


       (Name)             is responsible for health and safety matters and will be available to advise on
particular health and safety matters.




                                                                                                                3
                                                                                           Health & Safety Policy
Health & Safety Representative


The Organisation will designate one person on each Site to be the Site Health and Safety Representative.


The following people are the Site Health and Safety Representatives:


Name                                                      Site




The Site Safety Representative will ensure that all safety procedures are adhered to and will report areas of
non-compliance to     (Name or job title)             .




Implementation of Policy

The Managing Director or Safety Advisor will ensure that all employees have access to the Health and
Safety Policy that is located at/on/in…………………………………………………………………………
Each employee will be given a copy of the general policy on commencement of his or her employment.


       (Name)           will ensure that all employees are given a copy of the Health and Safety Policy and
will keep and maintain records that staff have received a copy of the policy.




Consultation with Employees

       (Name)          is the Employee Representative on Health and Safety matters.


Consultation with employees will be made * directly to employees / made through the
Employee Health and Safety Representative / Workplace Safety Advisor (*delete
as appropriate).




                                                                                                           4
                                                                                           Health & Safety Policy
Risk Assessments

Risk assessments will be undertaken for all members of staff, work activities and systems annually. The
results of the risk assessments will be recorded in writing, safety procedures produced and implemented to
ensure adequate levels of health safety and welfare.


Risk assessments are to be reviewed regularly to ensure that they are still appropriate to the tasks covered.
They will also be reviewed when a new member of staff joins, new equipment is installed, when a new
system of work set up or when the business or Organisation changes premises.


Each / The (Managing Director / Department / Site / Manager / Job Title / Name)
shall be responsible for undertaking (his / her / the) (department’s/section’s/area’s) risk
assessments as required by the Management of Health and Safety at Work Regulations 1999.


The results of any risk assessment shall be recorded and kept at::……………………………………
By: Each / The (Managing Director / Department / Site / Manager / Job Title /
Name)


The findings of the risk assessments will be reported to         (Name)          .


Action required to remove or control the risks identified will be approved by     (Name)          .


        (Name)            will be responsible for ensuring that any required action is implemented.


        (Name)            will check that the implemented actions have removed or reduced the risks.


Assessments will be reviewed every year or when the work activity changes, whichever is soonest.


Risk assessments may be determined by completing the following table. Examples
are provided in this document.


Below is some simple guidance to help those who are required to carry out risk assessments:


1) Identify the hazards


First, identify what the hazards are.
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                                                                                               Health & Safety Policy


Look for hazards that you could reasonably expect to result in significant harm. The following are some
examples:


Slipping / tripping hazards, fire, chemicals, moving parts of machinery, vehicles, dust, lifting and carrying,
poor lighting, electricity, fumes, noise and low temperatures.


2) Identify who might be harmed and how


Identify people who might be harmed by the hazard, including employees, other workers in the workplace
and members of the public. Do not forget the cleaners, external maintenance Contractors, and other
visitors. It is also necessary to identify groups of employees who may be particularly at risk, such as young
or inexperienced employees, new and expectant mothers, out of hours activities, home workers, those who
work alone and disabled staff.


3) Evaluating the risks from identified hazards


Risks from identified hazards need to be evaluated.


If there are no hazards there are no risks. Where risks are already controlled in some way, the
effectiveness of those controls needs to be considered when assessing the extent of the risk that remains.
It is also necessary to:


   Observe the actual practice. The employees concerned and their Safety Representative or Workplace
    Safety Advisor should be consulted;
   Address what actually happens in the workplace or during the work activity;
   Take account of existing preventative measures; if existing measures are not adequate, consider what
    more should be done to reduce the risk sufficiently.


4) Review & Revision


Review the Assessment.


Check that the precautions for each hazard that was identified is still adequately controlled. If it is not
adequately controlled, then the action needed to control the risk should be indicated and the outcome noted.
The Assessment must be reviewed at least annually or whenever the process or procedure is changed.

                                                                                                               6
                                                                                    Health & Safety Policy


Risk Assessment For:                Assessment Undertaken:                 Assessment Review:




Company Name / Area / Activity      Signed:                                Date:
Assessed:


                                    Job Title:




                                    Date:



Work Practice:

Hazard           Who is affected?   Controls in place   Further controls   Checks to ensure controls
                                                        needed?            working




Work Practice:

Hazard           Who is affected?   Controls in place   Further controls   Checks to ensure controls
                                                        needed?            working




                                                                                                    7
                                                                           Health & Safety Policy
Example Risk Assessments:


Please note these examples are not intended to cover all of the risks you may
expect to find in your workplace.



Work            Electrical Appliances
Practice:

Hazard          Who is          Controls in place   Further         Checks to ensure
                affected?                           controls        controls working
                                                    needed?
Electrocution   All staff       PAT Test carried    Programme of    Nominated person
from                            out by a            annual PAT      to ensure checks
electrical                      competent person    Testing to be   carried out and to
appliance                                           carried out     keep records of
                                                                    checks
Trailing        All staff       Telephone wires                     Monthly/quarterly
cables                          and cables on                       visual checks by
                                floor are in                        nominated person
                                rubber                              around office to
                                covers/mats.                        identify presence
                                                                    of trailing wires.
                                                                    Records to be kept
                                All cables have                     Monthly/quarterly
                                been tied and                       visual checks by
                                stored in space                     nominated person
                                provided in desks                   around office to
                                                                    identify presence
                                                                    of trailing wires.
                                                                    Records to be kept


Work            Display Screen Equipment
Practice:

Hazard          Who is          Controls in place   Further         Checks to ensure
                affected?                           controls        controls working
                                                    needed?
Fatigue to      All staff who   Provide             Programme of    Nominated and
eyes from VDU   are             antiglare           annual checks   competent person
work            significant     screens &           to ensure       to ensure checks
                users of VDU    monitor stands      control         carried out and
                                                    measures are    that records are
                                where required.
                                                    in place        kept
                                Ensure staff
                                are trained in
                                taking adequate
                                breaks

                                Ensure all          Replace         Nominated person
                                contrast            equipment in    to ensure controls
                                brightness          controls not    carried out and
                                controls in         working         that records are
                                                                    kept
                                working order


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                                                                          Health & Safety Policy
                               Ensure staff are                    As above
                               provided with
                               regular eye tests
                               if requested
                               Staff required to   Remind staff    As above
                               take frequent       of the need
                               breaks from VDU     for frequent
                                                   breaks

Unsuitable                     Provide             Replace chair   As above
seating                        adjustable          if not
position and                   Chairs              suitable
space at VDU
Workstation
                               Provide foot                        As above
                               rests to
                               prevent strain
                               on back

                               Ensure adequate                     As above
                               desk space
                               provided


Work           Lone Workers
Practice:

Hazard         Who is          Controls in place   Further         Checks to ensure
               affected?                           controls        controls working
                                                   needed?
Risks to       All staff who   Staff are
Personal       work on their   issued with
Safety         own or at       mobile phones
               other sites
                               Staff to ring
                               Main Office
                               when arriving
                               at site and
                               before leaving
                               site
                               Staff to
                               conform to site
                               Health and
                               Safety rules

                               Ensure someone
                               in the Main
                               Office knows
                               where Lone
                               Workers are




                                                                                          9
                                                                            Health & Safety Policy

Work            Driving at work
Practice:

Hazard          Who is            Controls in place   Further        Checks to ensure
                affected?                             controls       controls working
                                                      needed?
Car accidents   All staff         Ensure employees                   Check driving
                using their       are competent to                   licences to ensure
                cars to travel    drive                              they are
                to other                                             appropriate for
                premises as                                          the task being
                part of their                                        under taken
                work
                activities

                                  If staff using                     Check staff car
                                  own vehicle for                    insurance details
                                  work, ensure car
                                  insurance covers
                                  vehicle for
                                  business use

Use of mobile                     Ensure staff are                   Records of
phones whilst                     advised not to                     training to be
driving                           use their mobile                   kept
                                  phone whilst
                                  driving

Work            Manually Lifting Loads
Practice:

Hazard          Who is            Controls in         Further        Checks to ensure
                effected?         place               controls       controls working
                                                      needed?
Lower back      Depot staff       none                Training to    Depot manager by
damage                                                ensure loads   on the job
                                                      lifted         surveillance and
                                                      correctly      record keeping
                                                                     of training
                                                                     provided
                                                      Work           Depot Manager to
                                                      rotation to    rotate workers
                                                      ensure
                                                      lifting work
                                                      is spread
                                                      between
                                                      staff




                                                                                           10
                                                                                              Health & Safety Policy
Accidents, First Aid, Ill Health and Near Misses

The First Aid Box(es) is / are kept at:


……………………………………………………………………………………………………………………………


……………………………………………………………………………………………………………………………


       (Name)          is the Appointed Person / First Aider.


       (Name)           is responsible for ensuring that the First Aid Box(es) are kept fully stocked and
equipped.


All injuries, incidents, and dangerous occurrences at work involving employees or members of the public
must be reported and recorded in the Accident Book.


The Accident Book is kept at / by
……………………………………………………………………………………………………………………………...


Major accidents or incidents must be reported to the Enforcing Authority quickly by phone or fax. These and
other specified injuries or incidents must also be reported by submitting a completed F2508 report form to
the Authority within ten days of the incidents. The Regulations also require the notification of non-
consensual violence to a person at work and any incident that results in a member of the public having to go
directly to hospital is reportable.


       (Name)           is responsible for reporting accidents, diseases and dangerous occurrences to the
enforcing authority. The enforcing authority for this organisation is :


Environmental Health, Tandridge District Council, Station Road East, Oxted, Surrey, RH8 0BT, Tel:
01883 732841, Fax: 01883 732888, email: eh@tandridge.gov.uk.


Any incident under the above Regulations can also be reported in a variety of ways:


   By telephone on 0845 300 9923 (local call rate);
   By fax on 0845 300 9924;
   By email to: riddor@natbrit.com via the Internet at www.riddor.gov.uk ;

                                                                                                             11
                                                                                             Health & Safety Policy
   Or by post;
   Directly to Tandridge District Council (by telephone and then by post on Form 2508 or 2508A); or
   By sending report forms to the Incident Contact Centre, Caerphilly Business Park, Caerphilly, CF83
    3GG.


       (Name)       is responsible for investigating any incidents, injuries or dangerous occurrences and is
also responsible for advising     (Name)            of any measures that need to be put in place to minimise
the risk of any incidents reoccurring.


       (Name)             is responsible for acting on investigation findings to prevent a recurrence.




Emergency Procedures – Fire and Evacuation

        (Name)             is responsible for ensuring that the Fire Risk Assessment is undertaken and
implemented. (This task can only be completed by someone who is a competent person who has attended a
course).


Escape routes are checked by         (Name)            , every (week / month).


Fire extinguishers are maintained and checked by          (Name)          , every year.


Alarms are tested by      (Name)          , every     (week / month)          .


Emergency evacuations will be held every       (six months / year)                .


Safe Plant and Equipment

        (Name)            is responsible for identifying all equipment / plant needing maintenance.


        (Name)             is responsible for ensuring effective maintenance procedures are drawn up.


        (Name)            is responsible for ensuring that all identified maintenance is implemented and that
records of any inspection, servicing or maintenance of equipment / plant is recorded and that records are
maintained.

                                                                                                            12
                                                                                                        Health & Safety Policy


Any problems found with plant / equipment should be reported to                (Name)               .


          (Name)            will check that new plant and equipment meets health and safety standards before
it is purchased.


         (Name)            is responsible for ensuring that employees are given adequate information,
instruction and training in relation to the use of plant / equipment. He / she is also responsible for ensuring
that records of any information, instruction and training are kept and maintained where necessary.




Safe Handling and Use of Substances

       (Name)                will be responsible for identifying all substances that need a COSHH assessment.


       (Name)              will be responsible for undertaking COSHH assessments and for ensuring that
records are kept and maintained where necessary.


         (Name)            will be responsible for ensuring that all actions identified in the assessments are
implemented.


       (Name)             will be responsible for ensuring that all relevant employees are informed about the
COSHH assessments.


       (Name)            will check that new substances can be used safely before they are purchased.


    (Name)          will ensure that assessments are reviewed every year or when the work activity changes,
whichever occurs soonest.




Personal Protective Equipment (PPE)

       (Name)           will be responsible for ensuring that, where the need for PPE is identified, that it is
suitable for the activity it is required for and that it is suitable for the individual using it.



                                                                                                                       13
                                                                                               Health & Safety Policy
       (Name)            will be responsible for ensuring that PPE is maintained, clean and that it is replaced
when necessary.


       (Name)            will be responsible for ensuring that PPE is suitably stored when it is not being used.


PPE is stored at / by:


……………………………………………………………………………………………………………………………


       (Name)             will be responsible for giving training, information and instruction to employees on the
use of PPE and how to look after it. He / she will also be responsible for keeping & maintaining records of
the training, information and instruction given to employees.




Display Screen Equipment

       (Name)             will be responsible for ensuring that display screen equipment workstations are
assessed and will ensure that records of the assessments are kept and maintained.


Action required to remove or control the risks identified will be approved by         (Name)          .


     (Name)           will be responsible for ensuring that any required action is implemented.


       (Name)        will check that the implemented actions have removed or reduced the risks.


Assessments will be reviewed every year, when the work activity changes, whenever you change location,
or whichever is soonest.


       (Name)             will be responsible for providing training and information for display screen equipment
users and will keep records of any training and information that is provided.


It is this Organisation’s policy to ensure that anyone using a display screen as a significant part of their
everyday work is entitled to have appropriate eye and eyesight tests from an optician or doctor and glasses
if they are needed for work, if requested by the employee.




                                                                                                               14
                                                                                               Health & Safety Policy
       (Name)        will be responsible for * providing vouchers for / reimbursing staff for
(* delete as appropriate) eye and eyesight tests if requested by staff and for keeping and
maintaining records of any requests.




Electrical Equipment

It is the Organisation’s policy to ensure that any electrical system at work is safe to use and properly
maintained.


       (Name)           will be responsible for enduring that all electrical installations and electrical equipment
are regularly examined by * an electrician / (Name) (*delete as appropriate).


The electrical installations will be examined every (year / two years / five years) and records of
any examinations or works carried out on the electrical installations will be kept and maintained by
      (Name)           . . (Testing and inspection carried out by competent person who holds city and guilds
certificate covering these two areas).




The electrical appliances and cables will be checked every (three months / six months / year)
by * an electrician / (Name) (*delete as appropriate). (Competent person who has
attended a course and holds a certificate of competency).




Faulty equipment should be reported immediately to            (Name)           and labelled faulty and not used
until it has been repaired.       (Name)           will be responsible for ensuring that staff are given
information or advice on what to do if they suspect that the electrical equipment or electrical system is
unsafe. He/she will also ensure that records of any advice or information given to staff are kept and
maintained.


       (Name)           will be responsible for ensuring that faulty equipment or faults with any electrical
system are repaired.


       (Name)           will be responsible for keeping and maintaining records to show that any faults have
been rectified.


                                                                                                               15
                                                                                                Health & Safety Policy


Welfare

It is the policy of the Organisation to provide enough clean, suitably ventilated toilets and washbasins with
hot and cold running water, soap and drying facilities for those expected to use them.


The Organisation will provide drinking water and ensure that it is free from contamination, accessible by all
employees, ensure that cups or a drinking fountain is provided and that taps and containers are clearly and
correctly labelled as drinking water.


The Organisation shall ensure that there is a suitable seating area for workers to use during breaks, that it is
kept clean and stored where food will not get contaminated.

It is the Organisation’s policy to provide a working environment where people can work without being
irritated by tobacco smoke.

Any issues regarding toilet facilities, drinking water or other welfare facilities should be reported to

     (Name)           .

The policy of the Organisation is to maintain in efficient working order, the workplace, certain equipment,
devices and systems . Any defect or fault regarding the workplace, certain equipment, devices and systems
should be reported immediately to        (Name)          .     (Name)           will be responsible for ensuring
that any defect or fault is rectified and that records are kept and maintained of any action required or work
that is undertaken.

It is the policy of the Organisation to ensure that traffic routes are kept in good repair and are free from
obstruction. It is also the policy to the Organisation to take precautions to control the risks of slips and trips
in the workplace. Any spill or contamination on floors should be notified immediately to         (name )
and be dealt with quickly but employees should not put their own health and safety at risk.

The Organisation will ensure that lighting is suitable and sufficient to allow staff to work and move around
safely.

The Organisation and employees are all required to take reasonable steps to ensure that a place of work is
kept free from foreseeable hazards. In particular, access and egress routes must be kept clear of
obstructions. This includes ensuring fire exits and access routes are kept clear, cables do not trail across
pedestrian routes and that obstacles are quickly removed. In addition, safety provisions such as fire doors
should not be propped open or fire extinguishers obstructed.

                                                                                                               16
                                                                                                Health & Safety Policy




Driving at Work

It is the policy of this Organisation to ensure that staff who are required to drive as part of their work
activities are competent to drive.

       (Name)          will be responsible for ensuring that staff who are required to drive are competent to
drive and will keep and maintain records on checks carried out on their driving licenses.

All staff are responsible for ensuring that any car accident is reported to        (Name)             .

It is the Organisation’s policy to ensure that an employee using their own vehicle for the purpose of work
must also have insurance that covers them for Business Use.             (Name)            will be responsible for
ensuring that staff required to have insurance that covers them for Business Use and is also responsible for
keeping and maintaining records of any such checks.




Lone Workers

It is the policy of this Organisation that staff who work by themselves without close or direct supervision or
those who have to visit other premises, should make sure their colleagues or manager know where they are
going and when they will be back and should record their visit in their diary or on the office signboard.


It is the Organisation’s Policy to advise staff who work by themselves without close or direct supervision or
those who have to visit other premises, to take a mobile phone with them where practical.


Information, Instruction and Supervision

The Health and Safety Law Poster is displayed at / leaflets are issued by:


……………………………………………………………………………………………………………………………




A Copy of the Organisation’s Certificate of Employers Liability Insurance will be displayed at/on:


……………………………………………………………………………………………………………………………

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                                                                                               Health & Safety Policy
A Copy of the Organisation’s Certificate of Public Liability Insurance will be displayed at/on:


……………………………………………………………………………………………………………………………


Health and Safety advice is available from:


……………………………………………………………………………………………………………………………


……………………………………………………………………………………………………………………………


Supervision of young workers / trainees will be arranged / undertaken / monitored by:


……………………………….……………………………………………………………………………………………


Induction training will be provided for all employees by        (Name)          and a record of any training will
be kept and maintained by him/her/job title                .


Job specific will be given by        (Name)          .


Specific jobs that require training are:


……………………………………………………………………………………………………………………………...


……………………………………………………………………………………………………………………………...


Training records are kept at / by:


……………………………………………………………………………………………………………………………


Training will be identified, arranged and monitored by         (Name)       .


        (Name)            is responsible for ensuring that employees working at other locations under the
control of other employers, are given relevant health and safety information.
        (Name)           is responsible for ensuring that employees of other Organisations, Contractors or
Visitors are given relevant health and safety information.



                                                                                                              18
                                                                                        Health & Safety Policy
Procedures

The following procedures are attached which outline the steps to be taken to ensure each of our work areas
are carried out safely and healthily.


(Include all those issues/control measures that your risk assessment has
identified)
          For example;


          Accident reporting                             Violence at Work
          Contractors and Visitors                       Welfare Issues
          VDU’s                                          Smoking Policy
          Electrical Equipment                           Lone Working
          Falls from height                              Dangerous and Explosive
          Use of Racking                                 Atmospheres
          Controlling substances                         Asbestos
          hazardous to health                            New or Expectant Mothers
          Electrical Safety                              Young People at Work
          First Aid


          Site Specific Procedures:


          Fork Lift Trucks
          Pressure Systems
          Legionella
          Gas Installations
          Fire
          Vehicle Movements
          Noise
          Work Equipment
          Lifts




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