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Occupational Safety Folder

The occupational safety folder is used for the collected filing and documentation of topics relevant to occupational safety and health organization. How it works:

  1. Each hub receives a basic occupational safety folder by mail.

  2. Once it's received, the Hub Manager is responsible for completing it and, if necessary, initiating measures such as registering the Shift Lead for the first-aid courses.

  3. The to-do's to complete the folder can be found in their respective sections below.

Risk assessment

The risk assessment is a tool for identifying hazards and initiating preventive measures. Each hub requires a GBU created individually for the hub.

The GBU MuSchu is already completed and does NOT need to be edited regularly.

It only needs to be printed out and filed in the work safety folder.

The general GBU for the hub will be processed by you. To be noted is:

  • Regular processing of the GBU, i.e., check once a year that it is up to date;

  • If necessary, add hazards specific to the hub.

  • Revision of the GBU in case of new acquisitions of:

    • Work equipment;

    • Changes in work processes; or

    • Redesign of workplaces.

Important documents:

Preparing the GBU to print and to be sent-out

  1. Fill in the current date

  2. Tick the document completely and truthfully (either yes or no, and only one risk assessment)

  3. Fill in the last pages:

    1. WHAT needs to be done

    2. WHO is responsible (always the Hub Manager)

    3. By WHEN must it be done

    4. Is it successfully done?

    5. Is it effective? (Please check if it was effective and fill this part in AFTER it is done. Correct if necessary)

Afterwards the GBU has to be uploaded here and filed in the Work Safety folder.

Safety instructions for all employees (online and manually)

These links entail:

  • The status of instruction

  • Laws that must be posted

All employees must be instructed:

  • Before the start of the activities,

  • Recurrently once a year and

  • When taking up new activities (e.g. Rider becomes OA).

They will receive their first training online at the beginning of their Onboarding Shift. This training contains the following topics:

  • Industrial safety

  • Hygiene regulations

  • Infection control

  • Fire protection

  • Occupational safety

  • Code of Conduct

The second training must take place on site in the hub. This is not to be depicted digitally, and it must be done together with this form (more instructions below under "When performing the training, use the Training Template"). In addition to the topics covered in the online training, the following topics must also be instructed in this training:

  • Escape and rescue routes

  • Fire extinguishing equipment

  • Handling of pallet trucks

  • Handling of ladders and steps

  • Handling of rolli containers and TK boxes

  • Handling of carton knives

  • Keeping internal traffic routes clear

  • Handling e-bikes

  • Exchange, storage and charging of Li-Ion batteries

  • Handling of defective and/or damaged batteries

When performing the training, use the Training Template:

  1. Print and fill out the form

  2. Instruct all the points in there

  3. Have the employee sign it

  4. File the template in the Occupational Safety folder.

Fire protection and fire protection assistance

Measures to be taken:

  • Post the fire safety regulations (Part A and Part B) in the hub

  • Keep the fire extinguishing equipment (fire extinguishers, wall hydrants) clear and easily accessible

  • Test regularly the fire extinguishing equipment

  • No storage of potentially flammable items (cardboard, pallets, foils, defective batteries, etc.) in closed rooms with heat build-up

  • Register fire safety assistants and regular checks to ensure they are up to date (BSH valid for 3-5 years)

    • At least 5% of employees per hub must be trained as fire safety assistants. This means that if someone who was appointed as a fire safety assistant leaves the company, someone else must be trained as soon as possible.

Fire Safety Assistant training

See more about the training here.

See more about Fire Protection here.

First aid

It must be ensured that at least one first aider is in the hub at all times. This means that at least 4 first aiders must be trained to cover each shift. During vacation days and other absences, a first aider must also be on site.

What you must do:

  1. Register first aiders and regularly control the certificates' validity (EH 2 years)

  2. Enter the first aiders in the first aid notice board

  3. File certificates of participation of the employees in the handbook for occupational safety

  4. First aid boxes:

    1. Hang them up on the place indicated in the escape and rescue plan.

    2. Check regularly if it's complete and refill if necessary

    3. Check its durability

To avoid having to open the first aid boxes for plasters, you now also have the possibility to order plaster boxes in Coupa!

First aid flyers:

  • Hang them up in a visible place

  • Fill them out completely:

    • Information from first aider

    • Nearest medical referee/accident hospital

    • Poison control center

    • Rescue service (112)

DEKRA

Dekra is our partner and carries out occupational health and safety inspections for us in every hub. In addition, Dekra carries out the DGUV V3 (Elektro. Testing of portable and non-variable equipment). Subsequently, we receive a report from them on the completed inspection. This report is forwarded to the HM and RM.

As soon as the inspection report from DEKRA is received, it is stored in the Drive. Please print out the report and file it in the folder as well.

Related documents:

  • Inspection report (Begehungsbericht)

  • DGUV V3 inspection report (DGUV V3 Prüfbericht)

Inventory and maintenance plan (UVV - inspections)

In this section, file the test reports of:

  • Lift trucks

  • Ladders

  • Stepstools

  • Racks

  • All the operating manuals for the equipment and bikes in the hub

    • Check which devices are in your hub (refrigerator,freezer,e-bike,safety cabinet,...) and then file the corresponding operating manuals in the work safety folder.

Operating instructions

Operating instructions are instructions and information given by the operator or user of the equipment, technical products, work processes, substances or other concoctions to his employees with the aim of avoiding accidents and health risks.

These operating instructions must:

  • Be posted in a prominent place in the hub (clearly visible to all employees: not behind shelves, and not to be delivered with goods or materials)

  • Be signed individually.

  • Filed in the folder (already signed)

Topics entailed here:

  1. FFP masks;

  2. Copier printers;

  3. Ladders and stepstools;

  4. Cordless screwdrivers;

  5. Office workstations;

  6. E-bikes;

  7. Ergonomics in the workplace;

  8. Hand pallet trucks;

  9. Lifting and carrying;

  10. Cold storage cells;

  11. Pedestrian industrial truck;

  12. Sars-CoV-2;

  13. Battery charging cabinet;

  14. Air conditioner.

Accident report

  • Print out the accident flyer here.

  • Everything related to occupational accidents is filed in this part, including the flyer with the QR code.

  • It is the responsibility of the Hub Manager to ensure that every accident is reported via the accident report form.

    • It is important that every accident is reported. Encourage your employees to do so and explain why it is important. If necessary, take away their fear of it. There is no downside for them!

Everything else about accidents can be found here (page for HM's/SL's) and here (page for Riders).

Safety Officer

  • Each hub requires a safety officer.

  • The safety officer has to be the Hub Manager, even when they are in charge of several hubs. It is important to be accessible and close to the employees.

Training as a safety officer (basic seminar):

  • Advanced seminar after 6 months at the latest;

  • Please print out your test of reliability and expertise in the context of the transfer of duties and submit it together with your certificate as a safety officer.

Hub defects

  • Reporting defects in the hub (holes in the floor, broken cables or lamps, defective doors, pest infestation, etc.) is also part of occupational safety.

  • Please file all receipts you receive from companies in the manual, especially inspection and repair reports. (See also "Inventory and Maintenance Plan").

Escape and rescue routes

  • Hang the escape and rescue plan in the place marked on the plan.

  • Always keep the escape and rescue routes clear.

  • Ensure the emergency exits are aisle free (do not block nor lock them). The doors should open to the outside.

    • Keep them clear from the outside as well, i.e., do not park bikes in front of them.

Regular and thorough cleaning of the hubs

The hub should be cleaned daily. Pay special attention to the following areas:

  • Toilets

  • Areas with fresh fruit and vegetables and open bakery products.

  • Refrigerators (both for the goods and the one(s) for employees)

  • Break area

Pay special attention to rodent droppings (mouse droppings).

Immediately wipe up any spills. Make sure that no cleaning agents are wiped off without gloves!

Don't forget to clean under the shelves and behind the freezers.

A basic cleaning should be done after 6 months at the latest.

More on this here.

Skin protection plan

The skin protection plan describes the correct use of skin cleansing and care products.

This plan is to be hung up in the washrooms of each hub. Please use only the products described in the plan.

Safety Specialist and Company Doctor

According to the Occupational Safety Act and DGUV Regulation 2, every employer must appoint a Sifa (Occupational safety specialist) in writing. Therefore, all companies require an occupational safety specialist from the very first employee onwards. The safety specialist appointed by Flink is Mr. Spangenberg from DEKRA.

The Occupational Safety Act (ASiG) requires the entrepreneur to appoint one or more company physicians, insofar as the operational hazards, the size of the company and the company organization require this. The company doctor appointed by Flink is Mr. Rappert from DEKRA. See both appointees below:

Important: Post these documents visibly in the hub!

BGHW

BGHW is our insurer. They are also entitled to visit our sites at any time unannounced. Similar to DEKRA, a report is prepared with points relevant to occupational safety. This is also uploaded in the Drive. Please print out the report in the drive and file it as well.

Above all, the BGHW will be interested in accidents and their reporting. They will visit you, for example, if something is unclear about the accident, the accident reports are not convincing, or if the employee had a very serious accident. But again: they are our friends and mean us no harm. So don't be afraid when they visit you.

Here you can find your responsible employers' liability insurance association and the corresponding data.

Here you can find more on accidents.

FAQ

If you are not approved for your hub's folders in Drive or have questions about work safety, please use the Slack channel #work-safety-support.

Relevant articles

Registration for the Security Officer Course

Registration on First Aid Course

Inspections

Escape and rescue plan

Forms and documents (in German)

Form order fire safety officer

Order form first aiders

Why is the work safety file important?

  1. The work safety folder is a tool to ensure and control the implementation of regulations and legal principles in the field of work safety.

  2. The completeness of the folder must be ensured by the Hub Manager.

  3. The folder also supports you and your Shift Leads during visits to authorities:

    1. All information and important documents for occupational health and safety in one place.

    2. SL and HM only need to hand over the folder to the inspector in the event of an inspection by the authorities.

Important:

We are obliged to present documents relevant for occupational health and safety to authorities on demand during visits!

It also helps the HM to get a better overview of the current status of occupational health and safety in the respective hub. (How many EH are available, are all relevant documents and reports filed, etc...).

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