SOUTHERN AFRICA REFERENCE REVISION PAGE
DIVISIONAL SERVICES H&S 070 1 1 OF 13
HEALTH & SAFETY SYSTEM OPERATIONAL ORIGINATOR H&S MANAGER
PROCEDURE
DOCUMENTATION
DESIGNATION PRINT NAME SIGNATURE DATE
COMPILED BY SNR H&S OFFICER E JUNGMANN Original Signed 05/10/2009
REVIEWED BY SNR H&S OFFICER R TUPPER Original Signed 05/10/2009
AUTHORISED BY H&S MANAGER J SODEN Original Signed 05/10/2009
TABLE OF CONTENTS PAGE ADDENDA PAGE
1. PURPOSE 2 ANNEXURE “X” – DEFINITIONS AND ABBREVIATIONS 7 – 11
2. SCOPE 2 ANNEXURE “XX” - REFERENCES 12
3. DEFINITIONS AND
2 RECORD OF AMENDMENTS 13
ABBREVIATIONS
4. REFERENCES 2
5. RESPONSIBILITY /
2
ACCOUNTABILITY
6. MANAGING DOCUMENTATION 3
7. RECORDS APPLICABLE TO
6
THIS PROCEDURE
REVISION DESCRIPTION OF REVISION DATE
1 REVISION DUE TO SEPTEMBER ’09 AUDIT REQUIREMENTS 3 OCTOBER ‘09
(Original, approved copy filed at the H&S Department)
Uncontrolled if printed. Only up-to-date on the intranet.
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1. PURPOSE
The purpose and objective of this document is to provide guidance to SA Divisional Services for
harmonisation and common understanding in terms of maintaining information, in a suitable medium
such as paper or electronic form.
2. SCOPE
The procedure applies to SA Divisional Services process and identifies how documents will be drafted
and maintained.
SA Divisional Services should maintain up to date, sufficient documentation to ensure that it’s OH&S
management system can be adequately understood and effectively and efficiently implemented.
3. DEFINITIONS AND ABBREVIATIONS
Refer to Annexure “X”
4. REFERENCES
Refer to Annexure “XX”
5. RESPONSIBILITY / ACCOUNTABILITIES
Designation Responsibilities and accountabilities
H&S Manager • Ensure that a procedure is established, implemented and maintained
dealing with the SADSSS documentation.
• Develop a system to identify and maintain all documentation regarding the
SADSSS.
• These documents to be available, displayed, and available at conspicuous
places where applicable and required.
Management • Ensure availability of resources to implement the OH&S programme
Representative • Ensure that analysis is made of information pertinent to OH&S
• Compare information with objectives, evaluate effectiveness of controls
and where targets are not met change controls to achieve desired results
• Ensure information is distributed and communicated to employees
relevant to the work they perform
• Ensure that personnel are aware of applicable legal and other
requirements
• Ensure H&S Officer (Systems) keep and maintain records
HOD’s • Assist in managing OH&S documentation in your area of responsibility.
Snr H&S Officer • Audit and maintain OH&S documentation
H&S Officer (Systems) • Assist in managing OH&S documentation for SA Divisional Services
health and safety
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6. MANAGING DOCUMENTATION
Policy
Management Risk
review Assessment
Legal
Administration
Audits
SA DIVISIONAL
Standards &
Committees Procedures
Health & Safety
Communication
Process
Objectives
Results and Analysis
Training
Process
Data Collection H&S
IRMS Examinations and
PTO’s inspections
Checklists, etc. Role clarification
Injury / incident
investigations
The management of SA Divisional Services shall establish, implement, and maintain a procedure for
dealing with actual and potential non-conformities and for taking corrective action and preventative
action.
a. OH&S Policy and Objectives
The H&S Policy give guidelines regarding the compilation, implementation, communication,
and responsibilities with regards to the policy. The detail of the Policy is described in the H&S
Policy (H&S 071).
H&S objectives are established, implemented, and maintained in documented format at
relevant functions and levels. This is required to ensure that a strategy is developed giving
direction to the Health and Safety issues that support the policy and ensure continual
improvement in dealing with Safety and Health issues.
Refer to H&S Objectives and Management Programme (H&S 065).
b. Description and Scope of H&S Safety System
The description and scope of the SADSSS is described in the SA Divisional Services Scope
(H&S 055).
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c. Description of the main elements of the elements below, their interactions, and
references
i. Policy
SA Divisional Services embraces all the requirements of the AngloGold Ashanti Health
and Safety Policy. In addition we have our in-house Health and Safety Policy. (Refer
to H&S Policy)
ii. Risk Assessment
The SA Divisional Services Planning process starts off with risk assessment. A
complete risk assessment system exists in SA Divisional Services that includes the
baseline risk assessment, issue base risk assessment and continuous risk
assessment process. Concurrent to this, Risk Assessment process (H&S 014, 018
and 028) and Management of change procedure (H&S 037) also contributes towards
the risk assessment process.
iii. Legal administration process
The legal administration process is also part of the planning process and includes the
communication from and to external parties as well as all legal appointments, legal
documentation and record keeping. All personal files and training records are kept at
the Training Centre and archiving of legal documents is at the H&S Department.
iv. Standard and procedures
The last segment of the planning process is the standards and procedures process.
SA Divisional Services has developed and implemented a set of standards and
procedures to ensure that employees understand the process and all work according
to the same standard.
v. Communication process
The first step of the implementation and operation phase is the proper communication
of all processes and operational issues. The communication process is described in
H&S 029 - Communication, participation and consultation, and deals with the various
levels and forms of communication.
vi. Objectives
Health and Safety Objectives have been set, as well as programs to meet those
objectives. The objective process is described in the H&S Objectives.
vii. Training Process
The issues highlighted in the planning process are trained to the employees to ensure
that they are competent to safely perform their work. The process starts with a needs
analysis and concludes in the actual training and competency assessments of the
trained employees. The full process is described in H&S 027 - Competence training
and awareness & the AGA Unit standard training matrix are also used as provided by
ATDS.
viii. Role clarification
The last segment of the implementation and operation process is the role clarification
process. Here the supervisors are encouraged to ensure that the employee
understands what is expected of him. This process is addressed partly in the induction
process and in the planned task observations done in continuous risk assessment.
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ix. Safety inspections
The checking and corrective action process starts with the pro-active measuring of
performance. Various inspections are done in the workplace environment to ensure
we evaluate compliance to standards and procedures. The continuous risk
assessment process is also used to measure operational performance.
x. Injury / incident investigations
Injury / incident investigations is the re-active approach used in determining
nonconformity, unsafe acts and unsafe conditions that contributes to the occurrence of
injury / incidents. The process is described in H&S 004 – Injury / Incident investigation
and H&S 061 - Non conformity, corrective action and preventative action.
xi. Data collection
In the data collection phase all operational performance documents are gathered and
captured for analysis. Refer to H&S 068 – IRMS.
xii. Results and analysis
All the information obtained in the data collection phase is analysed and used for
trends, graphs, reports and trailing & leading indicators. Examples of reports created
are the monthly reports, weekly risk report. The web query graphs are a useful tool to
obtain graphs and information for trailing and leading indicators.
xiii. Committees
As part of the communication participation and consultation process various
committees are in place to address certain issues, e.g. the Joint Mine Health and
Safety Committee and Standards committee.
xiv. Audits
Audits forms an integral part of the checking and corrective action process in that the
effectiveness of implemented process is measured, shortfalls identified and action
plans put in place. There is a suite of internal and external audits and the detail can be
seen in H&S 031 – Management System Audit Guideline.
xv. Management review
During the management review process the SA Divisional Services safety system and
performance of the SA Divisional Services is discussed and corrective actions
recommended where necessary. The aim of the process is to ensure continual
improvements and make recommendations towards that. The management review
process is described in H&S 030 - Management review.
d. Documents, including records required by the OHSAS standard.
The following documentation is required but not limited to in terms of OHSAS standard:
• Documents including records determined SA Divisional Services to be necessary to
ensure the effective planning, operations, and control of processes that relate to the
management of OH&S risks
• Records - Minutes of meetings
• CMMIS (electronically) where applicable
• Outstanding actions (electronic IRMS)
• IRMS info on critical issues as and when required
• Internal audits
• Safety Officer reports
Refer to Control of Documents (H&S 023).- Document and data control survey
(Original, approved copy filed at the H&S Department)
Uncontrolled if printed. Only up-to-date on the intranet.
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7. RECORDS APPLICABLE TO THIS PROCEDURE
SA DIVISIONAL SERVICES H&S
LOCATION
DEPARTMENT
SA Divisional Services Legal Document H&S department
Register (IMPLEX)
Responsibilities In all procedures and system procedures.
Minutes HOD Office
CMMIS (Engineering Department) CMMIS administrator / Planner
Outstanding Action Manager H&S department
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Annexure X
DEFINITIONS AND ABBREVIATIONS
DEFINITIONS:
DOCUMENT
Information and its supporting medium (The medium can be paper, magnetic, electronic or optical computer
disc, photograph or master sample, or a combination thereof.)
RECORD
Document stating results achieved or providing evidence of activities performed
CONTROLLED DOCUMENT
Any document that needs to be controlled in terms of its distribution and use, such as the Policy and
documented procedures. These documents are either signed in original ink and/or signed for on a
distribution list. These documents will be signed off after evaluation has been done to determine that they
are adequate for purpose. The document will be signed off by the relevant members as depicted on the
distribution list.
Once copies are printed of the database, they are considered to be “uncontrolled”.
OBSOLETE DOCUMENTS
Documents that have been replaced by later revisions or those that is no longer relevant or valid, and has
been cancelled from the system. These documents will be identified either by crossing them out and writing
obsolete or rubber stamp obsolete document.
UNCONTROLLED DOCUMENTS
Any documents that have not been issued under the circumstances under “controlled documents” are
categorised as uncontrolled. This includes, but may not be limited to:
• Documents that do not need to be controlled such as the monthly safety topic.
• Documents not distributed by the authorised person as per the procedures “authority and
responsibility” table and signed for by the recipient.
• Documents printed from the electronic database. (Watermarked “uncontrolled document)
• Documents duplicated or photocopied from controlled documents.
• Photocopies of the Occupational Health and Safety policy as issued to the public or other
Interested and Affected Parties
It is not possible to judge from an uncontrolled copy whether it is the latest version. It is the responsibility of
the person holding the documentation to ensure that (s) he has the latest version.
INJURY
Physical harm or damage
OCCUPATIONAL HEALTH AND SAFETY
Conditions and factors that affect, or could affect the health and safety of employees or other workers
(including temporary workers and contractor personnel), visitors, or any other person in the workplace
OH&S MANAGEMENT SYSTEM
Part of an organization’s management system used to develop and implement its OH&S policy and manage
its OH&S risks
SEVERITY / CONSEQUENCE
Outcome of an event. There may be one or more consequences from an event. May be expressed
qualitatively or quantitatively may range from positive to negative (Speculative).
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FREQUENCY
Occurrence per unit time, (May be expressed qualitatively or quantitatively).
EXPOSURE
How often and for how long employees are exposed to a hazard/s.
LIKELIHOOD
Means the chance of an event occurring.
DUE DILIGENCE
Taking reasonable care to protect the health and safety of all employees. Provide equipment, maintain the
equipment, use equipment as prescribed, provide information relating to the equipment, and provide
competent supervision.
INCIDENT
An undesired event which under slightly different circumstances could result in harm to people. Damage to
property or loss to process or an undesired event that could or does result in a loss.
RISK MATRIX
A Risk index can be determined by plotting likelihood and severity indices on the y and x-axis respectively
and then using them to obtain a risk ranking.
HIRA
Process of recognizing that a hazard exists and defining its characteristics
• H = HAZARD
Anything around us that we can see as well as those energy sources we cannot see e.g. Gas and
radiation that can cause harm
• I = IDENTIFICATION
Identify the significant hazards (Process and recognition)
• R = RISK
Risk imagining (Likelihood and consequence if risk materializes)
• A = ASSESSMENT
Determine the magnitude of the risk if materialized
ROUTINE ACTIVITY
An activity which is performed on a regular basis (day to day)
NON ROUTINE
An activity performed on an adhoc basis
ACCOUNTABILITY
Principle that, individuals, organizations, and the community are responsible for their actions and may be
required to explain them to others.
RESPONSIBLE
Liable to be called to respond to a person for issues to be done.
ILL HEALTH
Identifiable adverse physical or mental condition arising from and/or made worse by a work activity and/or
work-related situation.
INTERESTED PARTIES
Person or group, inside or outside the workplace, concerned with or affected by the SADSSS performance.
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NONCONFORMITY
Non-fulfilment of a requirement – can be any deviation from:
Relevant work standards, practices, procedures, legal requirements.
SADSSS OBJECTIVES
SADSSS goals, in terms of OHS performance, that SA Divisional Services sets itself to achieve. Objectives
are quantified wherever practical.
SADSSS PERFORMANCE
Measurable results of SA Divisional Services management of its risks.
Note: Performance measurement includes measurement the effectiveness of controls.
OHS POLICY
Overall intention and direction which will be followed for the management of health and safety.
RECORD
Document stating results achieved or providing evidence of activities performed
HAZARD
A condition or practice with the potential to cause harm, or exposure to danger. (Immediate Causes,
Substandard Act or Substandard Condition)
RISK ASSESSMENT
Process of evaluating the risk(s) arising from a hazard(s), taking into account the adequacy of any existing
controls, and deciding whether or not the risk(s) is acceptable
PREVENTATIVE ACTION
Action to eliminate the cause of a potential nonconformity or other undesirable potential situation.
CORRECTIVE ACTION
Action taken to rectify a non-conformance or deviation
CONTINUAL IMPROVEMENT
To constantly improve on current Health and Safety standards
PROCEDURE
Specified way to carry out an activity or a process.
RISK ASSESSMENT
Process of evaluating the risk arising from a hazard, taking into account the adequacy of any existing
controls, and deciding whether or not the risk is acceptable.
WORKPLACE
Any physical location in which work related activities are performed under the control of SA Divisional
Services.
AUDIT
Independent and documented process for obtaining “audit evidence” and evaluating it objectively to
determine the extent to which “audit criteria” are fulfilled.
SAFETY MONTH
Period from the 20th of a particular month up to the 19th of the following month.
EFFORT BASED OBJECTIVES
Objectives set to improve program related issues
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EFFECT BASED OBJECTIVES
Objectives set to improve severity or injury rates
MANCOM
Management Committee
EXCO
Executive Committee
SUPERVISOR
Within SA Divisional Services – One who supervise or has charge and direction of i.e. Foreman, Clerk of
works, Training Officer, Residence Manager, Security Officer etc.
EMPLOYEE
Person working under the control of the organisation and includes contractors.
MANAGEMENT REPRESENTATIVE
A Person appointed in writing ensuring that the OH&S management system is established, implemented
and maintained in accordance with this OHSAS Standard;
and ensuring that reports on the performance of the OH&S management system are presented to top
management for review and used as a basis for improvement of the OH&S management system.
VISITOR
Any person who enters the premises of the mine who is not a full time employee or Contractor paid by the
mine
CONTRACTOR
Any person who perform work for the mine and is paid for his/her service.
ACCEPTABLE RISK
Risk that has been reduced to a level that can be tolerated by the organization having regard to its legal
obligations and its own
HEALTH AND SAFETY COMMITTEE
A committee as required by law M H & S Act Section 25(2)
VERIFICATION
Verification is the act of reviewing, inspecting, testing, etc. to establish and document that a product, service,
or system meets the regulatory, standard, or specification requirements.
VALIDATION
Validation refers to meeting the needs of the intended end-user or customer to
prove the truth or to determine or test the accuracy. Also, validation is the process of checking if something
satisfies a certain criterion.
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ABBREVIATIONS:
M H & S Act - Mine Health & Safety Act
MA&R - Mineral Act & Regulations
OHASA - Occupational Health and Safety Act
DMR - Department of Mineral Resources
DOL - Department of Labour
SADS - Southern Africa Divisional Services
ESW - Engineering Services Workshops
WITW - Wellness in the Workplace
H&S - Health and Safety
LTIFPD - Loss Time Injury Free Production Days
IFPD - Injury Free Production Days
AGAH - AngloGold Ashanti Health
TMM - Trackless Mobile Machinery
COP - Code of Practice
ATDS - AngloGold Ashanti Training and Development Services
CRA - Continuous Risk Assessment
SADSSS - Southern Africa Divisional Services Safety System
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Annexure XX
REFERENCES
• Roles and responsibilities are depicted in each system procedure and updated as and when
required in table format
• OHSAS 18001:2007 (Occupational Health and Assessment Series)
• The Mine Health and Safety Act 29 of 1996
• The Minerals Act 50 of 1991
• Occupational Health and Safety Act (Act 86 of 1993)
• COIDA
• AGA Strategic Objectives
• Implex Legal Register
• ATDS Training Matrix
• AGA RCAT
• Corporate Procedure Directive
• Health and Safety Agreement
• SAR/OESH/P/A/001.01 – AGA Incident reporting
• H&S 004 – Incident investigation
• H&S 006 – Emergency preparedness and response
• H&S 014 – Issue based risk assessment
• H&S 018 – Baseline risk assessment H&S 019 – Control of records
• H&S 023 – Control of documents
• H&S 027 – Competence, training and awareness
• H&S 028 – Continuous risk assessment
• H&S 029 – Communication, participation and consultation
• H&S 030 – Management review
• H&S 031 – Internal audit
• H&S 037 – Management of change
• H&S 055 – SA Divisional Services Scope
• H&S 058 – Legal and other requirements
• H&S 059 – Performance measurement and monitoring
• H&S 060 – Evaluation of compliance
• H&S 061 – Nonconformity, corrective and preventative action
• H&S 065 – Objectives and programme(s)
• H&S 067 – Resources, roles, responsibility, accountability and authority
• H&S 069 – Operational control
• H&S 070 – Documentation
• H&S 071 – H&S Policy
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RECORDS OF AMENDMENTS
PROCEDURE DATE OF
CHANGES TO PROCEDURE
REVISION NUMBER APPROVAL
H&S 070 – Revision 1 Name changes 3 October 2009
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