PORTABLE ELECTRICAL EQUIPMENT IN THE HOME OFFICE ENVIRONMENT

 Guide to Formal Visual Inspection

1     Introduction............................................................................................................... 2

2     What the Law says.................................................................................................... 2

3     Equipment Types....................................................................................................... 2

4     Equipment Construction............................................................................................. 3

5     Equipment inspection............................................................................................... 10

5.1     User checks...................................................................................................... 11

5.2     Formal visual inspection.................................................................................... 12

5.2.1     The Environment........................................................................................ 12

5.2.2     Good housekeeping................................................................................... 12

5.2.3     Disconnection of equipment........................................................................ 13

5.2.4     Equipment inspection.................................................................................. 13

5.2.5     Reporting................................................................................................... 15


Portable Electrical Equipment in the home office environment

 

1           Introduction

This document details the required methodology to be adopted by  home-based staff for carrying out regular inspection of company issued portable electrical equipment used in the home office environment. It does not cover combined inspection and testing which is to be performed by one of our authorised service providers.

The risks associated with electrical equipment used in the home are considered to be low compared to other environments but if left unchecked could give rise to electric shock and/or create a fire hazard.

 

2           What the Law says

The legislation of specific relevance to electrical equipment and maintenance thereof is the:

Ø      Health and Safety at Work Act 1974, which puts a duty of care on both employer and employee to ensure the safety of all persons using the work premises. This includes the home office.

Ø      Management of Health and Safety at Work Regulations 1999, requires every employer to assess the risks to the health and safety of his employees to which they are exposed whilst at work.

Ø      Electricity at Work Regulations 1989 requires that all electrical equipment be maintained to prevent danger. The HSE memorandum of guidance to the regulations state that regular inspection should form part of any maintenance programme.

Ø      Provision and Use of Work Equipment Regulations 1998 requires every employer to ensure that equipment is suitable for use and only used for work that is suitable. They require employers to ensure equipment is maintained in good order and inspected to ensure that it is maintained in a safe condition.

 

3           Equipment Types

The following types of electrical equipment are covered by this document, it includes equipment either issued or authorised for home use and does not cover personal equipment in the home.

 

 Portable appliance:

An appliance of less than 18 kg in mass that is intended to be moved while in operation or an appliance that can be easily moved from one place to another e.g. fan heater, desk fan, desk lamp.

 

Hand-held appliances or equipment

This is portable equipment intended to be help in the hand during normal use e.g. soldering iron, drill.

 

Information technology equipment (business equipment)

Information technology equipment includes electrical business equipment such as computers, VDUs, printers, fax machines, telephone chargers, power packs, mains powered communications equipment, scanners etc

 

Extension leads

The use of extension leads should be avoided wherever possible, however they are often a necessity to supply computer workstations where four, or more socket outlets are required. If used, they will require to be tested as a portable appliance.

 

 

 

 

Note: two-core cables should never be used even if the appliance to be used is a Class II, as it would not provide protection against electric shock if used at any time with an item of Class I equipment.

Extension leads should not exceed the following lengths:

            Core cross section area                        Maximum length

            1.25 mm2                                             12 metres

            1.50 mm2                                             15 metres

In the unlikely event that an extension lead does exceed the above lengths, it must be protected by a 30 mA RCD (residual current device)

 

If an item of electrical equipment is purchased direct, i.e. not supplied it must be fully compliant with British and European Standards i.e. ASTA or CE marked

4           Equipment Construction

There are a number of basic equipment constructions that are referred to in all standards for electrical equipment and in the Code of Practice. They are important because they determine how the user is protected against electric shock and what tests it is appropriate to apply when assessing safety. Appliances are often not what they appear, so a number of typical constructions are shown.

 

Class I

 

This is equipment (including appliances and tools) where protection against electric shock is achieved by:

 

(a)        using basic insulation and also

(b)        providing a means of connecting to the protective earthing conductor in the fixed installation wiring, those conductive parts (metal parts) that could otherwise assume hazardous voltages if the basic insulation fails.

 

Class I equipment may have parts with double insulation or reinforced insulation or parts operating in separated extra-low voltage circuits.

 

Where equipment is intended to be used with a power supply flexible cable there must be a protective earthing conductor incorporated in the cable.

 

Note:    Class I equipment relies for its safety upon a satisfactory earth in the fixed installation and an adequate connection, usually via a flexible cable, to it.

 

(i)         Class I typical construction showing basic insulation and earthed metal.

 

 

 

(ii)        Class I construction showing the use of air as a basic insulation medium.

 

 

 

 

 

(iii)             Class I construction incorporating unearthed metal separated from live parts by basic and supplementary insulation.


 

Note:   Unearthed metal may be encountered in Class I appliances as shown in drawings (iii) and (iv).

 

 

iv)                Class I construction incorporating unearthed metal separated from live parts by basic insulation and earthed metal. 

The unearthed metal may be in casual contact with earthed metal. This can give misleading test results.

Class II

 Class II equipment is equipment in which protection against electric shock is provided by basic insulation and additional safety precautions such as double insulation or reinforced insulation. There is no provision for protective earthing or reliance upon installation conditions.

 Class II equipment may be of one of the following basic types:

 Equipment having durable and substantially continuous electrical enclosure of insulating material which envelops all conductive parts with the exception of small parts such as name plates, drill chucks, screws and rivets which are isolated from live parts by insulation at least equivalent to reinforced insulation. Such equipment is called insulation-encased Class II.

 Class II equipment may have a substantially continuous metal enclosure but there would be double or reinforced insulation used throughout. Such equipment is called metal-cased Class II equipment.

  

(i)         Class II equipment with a substantial enclosure of insulating material comprising basic and supplementary insulation

 

  

(ii)        Class II equipment with a substantial enclosure of reinforced insulating material.

  

  

(iii)             Class II equipment with a substantial enclosure of insulating material  -  the insulation construction includes air.

 

 

(iv)       Class II equipment with unearthed metal in the enclosure, separated from live parts by basic and supplementary insulation.

  

 

(v)       Class II equipment with unearthed metal separated from live parts by reinforced insulation.

 

  

(vi)       Class II equipment with unearthed metal separated from live parts by basic and supplementary insulation that includes air gaps.

 

 

 

 

 

 

 

 

 

 

  Class II equipment should be identified with the Class II construction mark.

 

 Class III

Class 111 equipment relies for protection against electric shock on supply from an SELV (separated extra-low voltage) source.

The Class III construction mark is as follows:

  

 SELV voltages will not exceed 50 V and in many installations will be required to be below 24 or 12 V. SELV systems require specialist design and there must be no earth facility in the distribution of an SELV circuit nor on the appliance or equipment.

 Class III equipment must be supplied from a safety isolating transformer to BSEN60742 or BSEN 61558-2-6. (Previously BS 3535).  The safety isolating transformer will have the following mark upon it.

  

 

The output winding of the safety isolating transformer is electrically separated from the input winding by an insulation at least equivalent to double insulation or reinforced insulation.

Class I and Class II appliances are equipment that is commonly encountered. Class III is used in the form of SELV lighting for shops and offices.

For completeness. Class 0 and Class 01 appliances are described below. Their use is allowed only in very specific locations, and they should not be used in the normal business or domestic environment.

 

Class 0 appliance

 A Class 0 appliance is an appliance in which protection against electric shock relies upon basic insulation.  This means that there is no provision for the connection of accessible conductive parts, if any, to the protective conductor in the fixed wiring of the installation. Reliance in the event of the failure in the basic insulation is placed upon the environment in which the equipment is installed.

 

Class 01 appliance

 A Class 01 appliance has at least basic insulation throughout and is provided with an earthing terminal, but with a power supply cord without earthing conductor and a plug without earthing contact which cannot be introduced into a socket-outlet with an earthing contact.

5           Equipment inspection

There are three types of inspection as follows:

                              i.     User checks (no record is required if the equipment is satisfactory)

                            ii.     Formal visual inspection (recorded on 'Home workers Health & Safety and Security Self-Assessment'

                           iii.     Combined inspection and testing (this is to be carried out by an authorised service provider)

5.1         User checks

User checks are an important safety precaution. Many faults can be determined by a visual inspection. No record is made of the user check unless some aspect of the equipment is found to be unsatisfactory.

The frequency of user checks is as follows (refer to item descriptions in section 3):

(a)       Portable equipment (Class I)                                             weekly

(b)      Portable equipment (Class II)                                            not required

(c)       Hand-held equipment                                                        before use

(d)      Information technology and business equipment      not required

(e)       Extension leads (supplying IT equipment)               not required

(f)        Extension leads (supplying other equipment)                       weekly

 

The user check should proceed as follows:

(d)      Disconnect the equipment if appropriate as described in paragraph 5.2.3

(e)       Inspect the equipment, in particular looking at:

                     i.      The flex – is it in good condition? Is it free from cuts, fraying, and damage? Is it in a location where it could be damaged, is it too long, too short or in any other way unsatisfactory? Does it have any joints, which may render it unsuitable for use?

                   ii.      The plug (where fitted) – is the flexible cable secure in its anchorage? Is it free from any sigh of overheating? Is it free from cracks or damage?

                  iii.      The socket-outlet or flex outlet – is there any sign of overheating? Is it free from cracks or damage?

                 iv.      The appliance – does it work? Does it switch on and off properly? If it free from cracks, chemical or corrosion damage to the case, or damage, which could result in access to live parts? Can it be used safely?

                   v.      The environment – is the equipment suitable for the environment?

                 vi.      Suitability for the job – is the equipment suitable for the work it is required to carry out?

(f)        Take action on faults/damage

Faulty equipment must be:

                     i.      Switched off and unplugged from the supply

                   ii.      Secured to ensure that it can not be used by someone else

                  iii.      Reported to your line manager who will arrange/authorise a replacement

 5.2         Formal visual inspection

 

The Formal Visual Inspection is the most important part of the Inspection Process. 

 

 

 

The frequency of formal visual inspection is as follows (refer to item descriptions in section 3):

(a)       Portable equipment (Class I)                                             yearly

(b)      Portable equipment (Class II)                                            yearly

(c)       Hand-held equipment                                                        yearly

(d)      Information technology and business equipment      yearly

(e)       Extension leads (supplying IT equipment)               yearly

(f)        Extension leads (supplying other equipment)                       yearly

 The following must be considered when carrying out a Formal Visual Inspection:

  

5.2.1        The Environment

The home office environment is considered to be of low risk therefore the type of equipment within is deemed to be suitable for these surroundings and conditions.

 

5.2.2        Good housekeeping

  Check that the equipment is installed and operated in accordance with manufacturer’s instructions.  It should also be generally looked after to maintain safety and the following items should be checked:

 

 

(a)       Cables should be located such that they are not likely to be damaged, trodden upon or snagged

(b)      The means of disconnection from the mains supply should be readily accessible

(c)       There should be adequate space around the equipment for access and cooling; ventilation openings should not be blocked.

(d)      Items such as cups, plants, or work material are not placed such that their contents could spill into the equipment

(e)       Equipment is not positioned so close to walls and partitions such that the supply cord is forced into a tight bend as it exits the equipment (this may also indicated inadequate cooling)

(f)        The equipment is operated with protective covers in place and doors closed

(g)       There is no indiscriminate use of multi-way adapters and trailing socket-outlets

(h)       There are no unprotected cable runs under carpets.

  

5.2.3        Disconnection of equipment

The means of isolation from the electricity supply must be readily accessible to the user, which means that in normal circumstances it must be possible to reach the plug and socket without difficulty.  An assessment should be made to determine whether there is a means for switching off the electricity:

(a)       For normal functional use.

(b)      In emergency.

(c)       To carry out maintenance.

 

The equipment must be isolated from the supply, which is simple to achieve as all electrical equipment covered by this document is connected by means of a plug and socket. 

 Before isolating business, telecommunications or I.T. equipment from the supply, it should be powered down i.e. ‘logged-off’ otherwise a loss of data or damage to the equipment may result.

  

5.2.4        Equipment inspection

Prior to inspecting the equipment, check to ensure that the item is working correctly. 

With the equipment disconnected, the following items should be inspected:

(a)       The flexible cable is it in good condition? Is it free from cuts, fraying, and damage? Is it in a location where it could be easily damaged or cause a trip hazard? Is it too long, too short or in any other way unsatisfactory?

(b)      The socket outlet or flex outlet – is there any sign of overheating? Is it free from cracks and other damage?

(c)       The appliance – does it work? Does it switch on and off properly? Is it free from cracks and damage to the case or damage, which could result in access to live parts? Can it be used safely?

(d)      The standard plug:


 

Some of the following checks may not be possible for electrical equipment fitted with a non-rewirable (moulded) plug

                     i.      Check that the detachable power supply lead to Class I equipment incorporates a continuous protective (earth) conductor (visible from the plug)

                   ii.      Look for signs of overheating – this may be caused by a fault in the plug (e.g. a loose connection) or by a faulty socket-outlet

                  iii.      Remove the cover of the plug. Check that the flexible cable is properly secured in the cord anchorage – gripping the sheath so that there is no strain on the cable cores or the terminations

                 iv.      If the plug is non-rewireable type, the cable grip should be tested by firmly pulling and twisting the cable. No movement should be apparent

                   v.      Check that the cable core terminations are tight, the plug is correctly connected, that there is no excessive removal of insulation, that there are no loose strands and the cable cores are not strained

                 vi.      The fuse should be securely gripped, and should not show any signs of overheating. Check that the fuse is to BS 1362 and is approved – an ASTA mark shows that it has been approved for safety. Check the rating of the fuse – most appliances up to 700 W (3/4 HP) should have a 3A fuse fitted (red). For appliances over 700 W a 13A fuse (brown) should be fitted. Equipment fitted with a non-rewireable plug will have the appropriate fuse rating marked on the plug.

                vii.      When replacing the plug cover check that it fits properly and will not come loose during use

              viii.      Check the flexible cable connections and anchorage at the equipment if practicable

(e)       Take action on faults/damage

Faulty equipment must be:

                     i.      Switched off and unplugged from the supply

                   ii.      Secured to ensure that it can not be used by someone else

                  iii.      Reported to your line manager who will arrange/authorise a replacement

  

5.2.5        Reporting

The results of the formal visual inspection should be recorded on the 'Home workers Heath & Safety and Security Self-Assessment'.