Loss Prevention Handbooks:
Automotive Body Shops
A U T O M O T I V E
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Automobile Body Shops
Exposure Abstract
Lines of Insurance
Areas of Concern
Risk*
Commercial Automobile
Transportation of customers, materials and equipment; towing
operations; loaner vehicles provided to customers while their
vehicles are being repaired; incidental vehicle use; vehicle theft and
vandalism
H
Liability
Slippery surfaces; trip hazards; structural defects; unguarded pits;
hazardous tools and equipment; movement of vehicles;
inadequate inspection; failure to warn of hazards; inadequate
repair; failure to repair; independent contractors; fluid leaks;
painting wastes
M
Property - Crime
Employee theft; burglary; fraud
L
Property - Fire
Arson and incendiary fires, faulty electrical and heating
equipment, improper storage and use of flammable liquids
H
Property - Inland Marine
/ Business Interruption
Damage to or loss of equipment, accounts receivables, valuable
papers and records, electronic data processing equipment and
media, and property in transit; garage keeper’s liability; business
interruption
M
Workers’ Compensation
General hazards, hazardous substances, strains, falls
L
*Risk: L-Low, M-Moderate, H-High
Description of Operations
Automotive body repair and paint shops are primarily engaged in repairing automotive vehicles damaged in accidents. Automotive body repairers
straighten bent bodies, remove dents, and replace crumpled parts that are beyond repair. They repair all types of vehicles but mostly work on cars and
small trucks, although some work on large trucks, buses, or tractor-trailers. Some establishments may also do customizing of vehicle interiors and
customized painting of automotive vehicle exteriors. While this category generally excludes automotive repair and maintenance services and automotive
glass replacement shops, body repairers may perform mechanical and electrical repairs, and replace glass, in the process of performing collision repair
work.
Automotive body repairers use special equipment to restore damaged metal frames and body sections. Repairers chain or clamp frames and sections to
alignment machines that use hydraulic pressure to align damaged components. "Unibody" vehicles, which are designs built without frames, must be
restored to precise factory specifications for the vehicle to operate correctly. To do so, repairers use bench systems to make accurate measurements of
how much each section is out of alignment and hydraulic machinery to return the vehicle back to its original shape.
Body repairers remove badly damaged sections of body panels with a pneumatic metal-cutting gun or by other means and weld in replacement sections.
They will also repair less serious dents with a hydraulic jack or hand prying bar, knock them out with pneumatic hammers, or smooth them out using
hand tools. They also repair or replace the plastic body parts used increasingly on new model vehicles. Some may specialize in repairing fiberglass car
bodies
In many shops, automotive painters do the painting. In small shops, workers often do both body repairing and painting. A few body repairers specialize
in repairing fiberglass car parts. In large shops, body repairers may specialize in one type of repair, such as frame straightening or door and fender
repair.
According to a report by the Small Business Research &Information Center of the University of Missouri-Rolla, the 82,471 collision repair shops in the
U.S. in 1997 employed 374,684 workers. The average shop employed 7.4 people. About 80 percent of shops are family owned. Just over 2 percent are
franchises, according to a 1998 industry profile. The average shop owner is 47 years old and has 24 years of experience. The average shop is about 24
years old and has more than 6,800 square feet in production area.
Reprinted with permission by Golden Eagle Insurance™
A U T O M O T I V E
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Commercial Automobile
Exposure Assessment
A variety of vehicles may be employed by an automobile body shop,
such as small trucks and towing equipment. To adequately assess the
exposure, the extent of the operation needs to be determined.
Regardless of the size of the operation, a comprehensive driver
qualification, training, and supervision program needs to be in place.
Even when employees are using their own vehicles to perform tasks,
such as picking up supplies or going to the post office, management
should be concerned about their driving skills.
Where the automobile body shop is responsible for maintaining their
vehicles, adequate maintenance facilities and staff should be provided.
The following areas should be reviewed to provide a comprehensive
exposure assessment.
Operations
‰ Are vehicles owned or leased by the business, or do employees use
their personal vehicles for business purposes?
‰ Are employees allowed to use company-owned vehicles, for
personal use? If so, are limitations in place as to who may drive the
vehicle and the radius of operation?
‰ If passengers are transported in a tow truck, is there a policy in
place requiring that they only be transported in actual seating
positions with their seat belt properly secured? In the event small
children are transported, is the driver required to assure that they
are in safety seats?
‰ Is there a written safety policy that includes a directive on the safe
operation of vehicles?
‰ Is a policy in place requiring that all drivers and passengers be
secured in a seat belt when the vehicle is in motion?
‰ Is there a written policy addressing the consumption of alcohol
and illegal substances by all drivers?
‰ If State lines are crossed during normal operations, is the business
aware of the responsibilities they may be required to meet under
the Federal Motor Carrier Safety Regulations?
‰ Where the automobile body shop loans a vehicle to a customer
whose vehicle is being repaired, is the driver's license and proof of
automobile insurance coverage photocopied, and is a written,
signed rental agreement executed?
‰ Are vehicles that are operated by the business kept in a secure
location with adequate key control?
Driver Qualification
‰ Are drivers properly licensed for the type(s) of vehicle they will
operate?
‰ Is the operation of vehicles restricted to qualified drivers?
‰ Is a driver’s State Motor Vehicle Record obtained when first hired,
and periodically updated and reviewed?
‰ Do reference checks include information on driving?
‰ Are drivers physically qualified to meet job requirements (e.g.,
securing a vehicle to a tow truck), in addition to driving?
Driver Training
‰ Are drivers provided the necessary training to drive and work
safely, especially where towing operations are involved?
‰ Are drivers instructed on how, as well as provided with the
equipment (e.g., tie-downs), to properly secure equipment and
materials on vehicles?
‰ Where towing service is provided by the automobile body shop, is
detailed training on the proper securement of vehicles provided to
the driver?
‰ Are drivers instructed to only use communications devices (e.g.,
cell phones) when their vehicle is stopped?
‰ Are records of driver training documented in the employee’s
personnel file?
Driver Supervision
‰ Are drivers’ work schedules adjusted to limit fatigue and provide
for the safe operation of vehicles?
Is vehicle routing planned to avoid problem areas, such as roads
with restricted weights or low overhead clearances?
Vehicle Maintenance and Inspection
‰ Are vehicles properly maintained and are maintenance records kept?
‰ Are drivers required to inspect vehicles before operation?
Emergency Equipment
‰ Are vehicles properly equipped with emergency equipment?
‰ Are drivers trained in using the emergency equipment?
Accident Reporting, Recording and Analysis
‰ Are drivers trained on what to do at the scene of an accident?
‰ Does management record and analyze each accident to help prevent
future occurrences?
Liability Exposure
Assessment
Factors to be considered when evaluating an automobile body shop for
liability exposure include:
Loss Control Management
‰ Does the center have an organized system for managing liability
exposures?
‰ Do employees receive orientation on their responsibilities under the
system?
Premises
‰ Does the shop have all appropriate licenses and permits?
‰ Is the premises secured from unauthorized access?
‰ Are parking areas well-lighted and well-maintained?
‰ Are customer areas regularly inspected for accident hazards?
‰ Are work areas clearly marked and secured from unauthorized
access?
‰ Are non-employees (e.g., equipment service technicians) escorted
when in work areas?
Operations
‰ Does the shop have procedures for receiving vehicles from outside
towing services?
‰ Are vehicles awaiting service kept off sidewalks and other public
ways?
Completed Operations
‰ Does the shop maintain current repair manuals and vehicle
specifications for the types of vehicles it repairs?
‰ Does the shop show evidence of recent and ongoing employee
technical training?
‰ Are there at least one certified welder and certified painter on staff?
‰ Does the shop have the ability to fully hoist a vehicle for inspection?
‰ Does the shop have equipment for evaluating the structural
alignment of collision-damaged vehicles?
‰ Does the shop have equipment for straightening collision damage?
‰ Is shop equipment regularly inspected and maintained?
‰ Does the shop purchase parts from reputable suppliers?
‰ Does the shop have procedures for screening independent
contractors used by the shop?
Environmental Liability
‰ Are shop drains connected to a sewer system or do they discharge
to ground water or surface water?
‰ Are vehicles stored and serviced on pavement or other low
permeability surface?
‰ Does the shop maintain an inventory of all hazardous materials onsite?
‰ Are hazardous materials stored according to local fire and
environmental requirements?
‰ Does the shop have good housekeeping practices?
‰ Does the shop have an emergency plan for responding to releases of
hazardous materials or wastes?
‰ Does the shop dispose of its hazardous wastes in a permitted
treatment, storage, and disposal facility?
Reprinted with permission by Golden Eagle Insurance™
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S H O P S
Property - Crime Exposure
Assessment
A property crime assessment of an automobile body shop should
consider the property crimes of employee theft, burglary, and fraud.
Cash and supplies would be subject to theft by employees. Of significant
concern is collusion among employees and suppliers to commit acts of
fraud, since this can result in significant losses. Tools, equipment,
materials, and supplies would be subject to premises burglary and theft.
Additionally, as with any retail establishment, vulnerability to credit card,
check, and counterfeit currency fraud exists.
Employee Theft
‰ Are all job applicants thoroughly screened before employment?
‰ Are there controls on petty cash disbursements, bank deposits and
withdrawals, issuance of checks, payrolls, reconciliation of bank
statements, and the paying of invoices?
‰ Are there controls on the delivery of materials?
‰ Are invoices checked?
‰ Are expensive automobile parts and accessories kept in a secure
room?
‰ Are parts and accessories distributed to repairers by “parts
requisition forms” only? This will not only serve to deter theft, but
will act as a control on the charges on customers’ bills for parts.
‰ Can employees enter or leave the facility without being seen?
‰ Is inventory taken on at least on a yearly basis?
‰ Can employees who are caught stealing be successfully prosecuted?
Burglary
‰ Is the business located in a high-crime area? The local police
should be able to provide statistics on property crime and, in
particular, burglary for the area.
‰ Would it be easy for a burglar to gain entry? Burglars have no
regard for private property and will be as destructive as necessary
to break in and obtain cash or valuable items. They will readily
cause hundreds, even thousands, of dollars worth of damages in
order to commit the crime.
‰ Is the exterior of the building properly illuminated?
‰ Are exterior lighting fixtures protected against breakage, and are
damaged lighting fixtures or burned-out bulbs replaced as soon as
possible?
‰ Is cash deposited in the bank on a regular basis and/or secured in
a burglary-resistant safe?
Theft
‰ Are yard storage areas protected by a fence?
‰ Are yard storage areas adequately illuminated?
‰ Are vehicles in yard storage areas locked and the keys placed in a
secure location?
Fraud
‰ Is there a policy regarding the acceptance of payment by checks or
credit cards?
‰ Is the policy posted near all cash registers?
‰ Are clerks trained in the company’s policy regarding acceptance of
checks and credit cards?
‰ Are clerks trained in identifying counterfeit currency?
Property - Fire Exposure
Assessment
The fire exposures for automobile body shops will vary based on the
type of construction, the size of the facility, the activities performed, and
the equipment used. Buildings, tools, equipment, materials, and supplies
of automobile body shops are subject to loss during a fire. Fires may be
suspicious or incendiary in nature, electrical in origin, or caused by faulty
heating equipment. The presence of flammable and combustible liquids
significantly increases the fire loss potential.
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Facility Design and Construction
‰ Is the facility in compliance with local building and fire prevention
codes? What is the date of the last inspection of the facility by the
local fire department? Have any renovations and/or alterations been
made since the inspection?
‰ Are there fire exposures from adjacent buildings or structures?
‰ Are boiler rooms and storage rooms separated from each other and
all other spaces by firewalls or fire barriers?
‰ Are fire exits readily accessible?
‰ Are concealed spaces in attics properly fire stopped, or otherwise
protected?
‰ Are the building’s furnishings and decorations fire retardant?
‰ Are high-hazard areas, such as paint spraying and paint mixing
areas, separated from each other and all other spaces by firewalls or
fire barriers?
‰ Are paint mixing rooms limited to a total floor space not exceeding
150 ft2 (14 m2) and provided with spill containment?
‰ Is the facility located in building that is separate from assembly,
educational, and residential occupancies?
Utilities
‰ Are electrical appliances used where flammable atmospheres are
present listed/approved for use in these areas?
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Is electrical equipment located adjacent to spray booths approved
for Class 1, Division 2 use?
‰ Are electrical heating devices used for paint drying areas provided
with over-temperature limit protection?
‰ Does the electrical system appear to be in good working condition?
‰ Is electrical equipment used in wet areas, such as restrooms and
vehicle wash areas, designed to provide ground fault protection,
including the use of isolated power supplies.
‰ Is gas- and oil-fired equipment maintained following the
manufacturers’ recommendations?
‰ Is the electrical system adequate to handle the expected loads?
Storage Areas
‰ Are accumulations of combustible materials, such as rags, paper
supplies, and records, stored in an area separated by firewalls or
barriers?
‰ Are flammable liquids stored in containers that are listed/approved
by a nationally recognized testing laboratory, such as Underwriters
Laboratories Inc. (UL)?
‰ Are paint storage rooms equipped with ventilation equipment
designed to maintain a constant flow of air to prevent the buildup
of flammable vapors?
Fire Suppression and Alarm Systems
‰ Is the building protected by an alarm system that provides both
manual and automatic initiation devices?
‰ Does the building have a sprinkler system that is installed and
maintained in conformance with NFPA 13, Standard for Installation of
Sprinkler Systems, published by the National Fire Protection
Association (NFPA)?
‰ Are sprinkler heads located in paint spray areas protected form
over-spray?
‰ Is the facility equipped with a fire detection system?
‰ Are portable fire extinguishers provided? Are employees trained in
their use?
Operations
‰ Is smoking allowed on the premises? If yes, is it restricted to certain
areas?
‰ Is a hot-work permit system used for all cutting, welding, and
soldering operations?
‰ Are equipment-cleaning operations using flammable or combustible
liquids conducted in well-ventilated areas, away from open flames
and other ignition sources?
‰ Is the use of chlorinated solvents in paint spraying areas and
equipment prohibited?
‰ Is proper bonding/grounding of container provided before
transferring flammable liquids into portable containers or
equipment fuel tanks?
Reprinted with permission by Golden Eagle Insurance™
A U T O M O T I V E
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Is the heating system for paint drying interlocked with the spraying
equipment so that no spray operations can be performed while the
heating system is active?
‰ Is the paint spray ventilation system designed and monitored to
ensure that flammable vapor concentrations do not exceed 25percent of the lower explosive limit (LEL)?
Emergency Preparedness
‰ Is there an emergency action plan for the facility?
‰ Are emergency evacuation drills conducted on a semi-annual basis?
‰ Do employees check the exit doors and exit paths on a daily basis
to ensure access during an emergency?
Incendiarism and Arson
‰ Does a fence protect the perimeter of the property?
‰ Are all exterior areas of the property illuminated?
‰ Are exterior doors and windows secured from un-authorized
access?
Property - Inland Marine
Exposure Assessment
The following areas should be reviewed in order to assess the inland
marine exposures of an automobile body shop:
Equipment
‰ What are the ages, condition, numbers, and types of equipment
that could be exposed to loss?
‰ Are there permanent identification markings on all specialized or
high-value equipment?
‰ Are there sign-out sheets for parts and equipment, and are records
kept on file?
‰ What equipment is owned, rented, or leased?
‰ Are there service contracts on the equipment in case of mechanical
breakdowns?
‰ Is there an inventory control program for equipment?
‰ Are essential replacement parts for vital equipment kept on the
premises?
‰ Is inventory taken on a regular basis?
‰ Is the equipment and body shop secured against theft?
‰ Is any equipment stored outside? Is there more than one storage
location for equipment?
‰ Is the equipment kept clean, well maintained, and in good working
order?
‰ Is a routine maintenance program in place?
‰ Is any equipment stored outside?
Garage Keepers’ Legal Liability
‰ Are vehicles stored in a safe location?
‰ Are all employees trained in proper key control methods?
‰ Are all vehicles checked to be sure that no keys are left in the
vehicle during off-hours?
‰ Are all keys off vehicles left overnight placed in a lockbox and
stored in a secure location?
‰ If repairs are subcontracted out, has the qualifications and
reputation of the subcontractor been checked?
‰ Are procedures in place to limit the possibility that a vehicle will
not be returned to the original owner?
‰ Have subcontractor’s “Indemnification and Hold Harmless”
agreements been signed?
‰ Are customers advised to remove items of value from inside the
vehicle?
‰ Are signs posted indicating that the body shop is not responsible
for any articles left in the vehicle while being repaired?
‰ Are parking areas for customer-owned vehicles provided with
security cameras?
‰ Are parking areas for customer-owned vehicles fenced in and well
lit at night?
‰ Does a security service patrol the area at night?
‰ Does the auto body shop offer towing services?
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Accounts Receivable
‰ Is there a well-organized and supervised bookkeeping system in
place?
‰ Are there general procedural controls to protect records?
‰ Are there accurate and complete records of work performed for
every repaired vehicle?
‰ Does the shop provide a secondary service, such as parts and
accessories, state auto inspections, or towing?
‰ Are smoking regulations for both employees and customers
enforced?
‰ Is the property protected by automatic sprinklers and smoke
detectors?
‰ Is the fire alarm system connected to a central station monitoring
service?
‰ Is good housekeeping practices maintained as a means of
controlling fire hazards?
‰ What is the financial condition of the business?
‰ Has there been a decline in business in recent years?
‰ Are outside audits of financial records conducted on a yearly basis?
‰ Are there contingency plans in place to retrieve and recover
damaged records?
Valuable Papers/Records
‰ Is there risk of theft, arson, or vandalism, or for water or flood
damage?
‰ Are valuable papers/records stored in appropriate record protection
equipment?
‰ Are good housekeeping practices maintained throughout the
facility?
‰ Is the facility protected by an automatic sprinkler system and smoke
detectors?
‰ Is there a fire alarm system and is it connected to a central station
monitoring service?
Business Interruption
‰ What is the history of natural hazards, such as flooding, hurricanes,
tornadoes, and lightning, in the area? What is the potential for any
of these events closing the shop?
‰ Is the shop protected by an automatic sprinkler system that meets
applicable codes and standards?
‰ Does the shop operate independently or is it part of a national
chain, such that a temporary business interruption could be handled
by another shop in the chain?
‰ Are the premises owned or leased?
‰ Does the shop subcontract any of its work to other body shops?
‰ Is the operation a franchise shop specializing in specific types of
auto body repair?
‰ Is the shop in a stand-alone building or is it located in a strip mall,
such that a fire in adjoining premises could spread to the shop?
‰ What is the financial condition of the automobile body shop?
‰ Has there been a decline in business in recent years? Is there
potential for arson?
‰ Does the shop have one essential manufacturer for specialized
equipment or replacement parts?
‰ Does the shop experience a peak season?
‰ What would be the effect if a loss occurred during the peak season?
‰ What is the experience and training of the workers?
‰ What are the usual hours of operation and number of employees?
Electronic Data Processing (EDP) Equipment and Media
‰ What are the ages, number of, and condition of all type computers,
fax and copy machines, and other special equipment at the shop?
‰ Is there any custom-made software in use?
‰ Does the shop have computerized accounting, recordkeeping, or
inventory control systems?
‰ Are backup files for such systems kept in a fire-resistant safe or
stored at an off-site location and backed up on a regular basis?
‰ Is the system for repair estimates computerized?
‰ Where is specialized equipment stored?
Property in Transit
‰ What modes of transportation are used?
‰ What is the frequency and maximum distances traveled?
Reprinted with permission by Golden Eagle Insurance™
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What is the average maximum value of the property in transit?
Does the shop manage its own fleet of vehicles??
What is the frequency of shipments? Are long hauls made on a
regular or occasional basis?
‰ What is the maximum value of the shipments?
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Are vehicles in transit subject to theft or hijacking because of their
value?
‰ What procedures are followed when vehicles are left unattended?
Signs and Awnings
‰ Is each type sign and awning described in detail, indicating the age,
type of material, description of the size and type of lettering, and
their location on the facility?
‰ How are the signs and awnings constructed, at what height from
street level are they located, and how are they fixed to the
structure?
‰ Are signs attached or of the freestanding type?
‰ Are outside signs and awnings subject to fire, hail, windstorms,
vandalism, or damage from moving vehicles?
Workers’ Compensation
Exposure Assessment
For automobile body shop workers, an assessment of exposures to
injuries and illnesses should focus on general hazards, hazardous
substances, strain, and falls. However, in analyzing the level of safety for
any organization, consideration should be given to management’s
concern and actions in establishing safe work procedures, and workers’
involvement in creating a safe work environment.
Management
‰ Is there a formal and written safety program?
‰ Is there an understanding of the financial impact of losses/injuries
on the bottom line?
‰ Is there a safety orientation and training program for new workers?
‰ Are healthcare and/or other benefit programs made available to all
workers?
‰ What are the ages, training, and experience of the workers?
‰ Is there high turnover?
‰ Are less-experienced workers properly supervised?
‰ Are new workers required to take pre-employment physicals?
‰ What is the historical frequency and severity of workers’
compensation claims?
‰ Are on-site medical services provided?
‰ Has the company ever been cited for safety deficiencies by Federal
or State agencies?
‰ Is personal protective equipment (PPE) provided to workers?
General Hazards
‰ Is PPE, such as safety shoes, gloves, and safety glasses and
goggles, provided and used when operating equipment and tools?
‰ Is a maintenance program established to assure the safe operating
condition of PPE?
‰ Is the point-of-operation of equipment (e.g., air compressors,
bench grinders, and chippers) provided with safety guards?
‰ Is a training program established to ensure the safe operation of
vehicle lifts, welders, chisels, grinders, jacks, compressed air
equipment, and tire changing equipment?
‰ Is a training program established to ensure the safe handling of
glass?
‰ Are all pieces of equipment with an electric motor or any electrical
connections effectively grounded to limit the risk of shock or
electrocution?
‰ Are all points of power transmission equipment (e.g., belts and
pulleys on motors, compressors, rotating shafts, sprockets, and
gears) properly guarded?
‰ Is there a maintenance program to ensure that tools, such as
chisels and punches, with mushroomed heads have been replaced?
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To limit the potential for explosions and resultant injuries, are
stored gas and oxygen cylinders separated by 20 ft (6.0960 m) or a
barrier 5 ft (1.5240 m) high?
Hazardous Substances
‰ What hazardous chemicals are stored, handled, or used by workers?
‰ Are Material Safety Data Sheets (MSDSs) obtained and made
available to workers?
‰ Are all workers able to read the MSDS and understand the hazards
and safety requirements?
‰ Are hazardous chemicals properly labeled?
‰ Are workers trained according to the requirements of the OSHA
Hazard Communication Standard?
‰ Is personal protective equipment (PPE) provided for workers who
use or handle chemicals?
‰ Are chemically-soiled materials and equipment either sterilized or
discarded?
‰ Are any carcinogenic chemicals used in the school science
department?
‰ Is the exhaust ventilation system adequate to remove
flammable/toxic vapors in the science department?
‰ Are flammable and combustible liquids stored in approved
containers?
‰ Are waste removal procedures for chemicals established?
‰ Are emergency overhead showers and eye wash stations provided?
Strains
‰ Are workers instructed in the use of safe-lifting techniques?
‰ Are workers encouraged to obtain help when lifting or moving
heavy objects?
‰ Are procedures for two-person lifts used, where appropriate?
‰ Are back injuries investigated to determine the causes and identify
needed procedural changes?
Falls
‰ Is slip-resistant flooring or mats used in appropriate locations?
‰ Are all areas kept neat and orderly to prevent same-level slips, trips,
and falls?
‰ Are warning signs used during and after a floor has been mopped or
waxed?
‰ Is adequate lighting provided in aisles, stairways, and storage rooms?
‰ Are good-housekeeping procedures emphasized?
‰ Is trash removed on a daily basis?
‰ Are worn, torn, or loose flooring immediately repaired?
‰ Are wiring and telephone cords properly secured to prevent tripping
hazards?
‰ Is a snow removal and salting program provided for parking lots
and side walks during winter months?
Commercial Automobile
Exposure Controls
A loss control program to address the commercial vehicle exposures of an
automobile body shop should include the following factors: operations;
driver qualification, training, and supervision; emergency equipment;
vehicle maintenance; and accident reporting, recording, and analysis.
Operations
Scope of Operations - The majority of automobile body shops will have
a limited number of vehicles. However, some will provide towing service,
loaner cars, or transportation for their customers. These varied exposures
require different levels of management attention. However, all company
drivers need to be evaluated on their ability to operate a vehicle.
Employees will frequently move customer's vehicles for repair purposes
and may test-drive them. Automobile body shops may provide their own
towing service to pick-up customer's vehicles. Towing service for vehicles
involved in accidents can result in drivers going to unfamiliar areas with
increased risks getting to and working at an accident scene. Towing
vehicles should be adequately sized for the vehicles they will be moving,
Reprinted with permission by Golden Eagle Insurance™
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and appropriately licensed and insured for their intended use (state
regulations may vary).
Drivers may also be required to provide service under very inclement
weather conditions. Downtown commercial areas with their narrow
streets, traffic congestion, and high volume of pedestrians create
significant exposures. In residential areas, there may be increased risk
from children playing in the street and other pedestrians in the area.
Safety Policy - It is essential that the employees of the automobile body
shop be instructed that the safe operation of vehicles is extremely
important. This directive commonly takes the form of a safety policy
that states management's concern with safe operations, including
vehicular safety. The policy statement should be signed by the
owner/president of the company and be well publicized throughout the
organization. All personnel should be held accountable for deviations in
safe practices. As management sets the example for their employees, it is
imperative that they adhere to the safety policy at all times.
For further information, see Commercial Vehicle Report CV-10-04,
Safety Policy.
Employee Vehicles - Even when an employee is using their own
vehicle to perform tasks, such as picking up parts or going to the post
office, management should be concerned about their driving skills. An
up-to-date copy of ‘proof of insurance’ for the employee’s vehicle,
preferably with the liability limits of the policy, should be kept on file in
the event an accident occurs.
Driving - Management should insist that drivers and any passengers be
secured in a seatbelt whenever a vehicle is in motion. Drivers taking
medications should be aware of their side effects, and decline to drive a
vehicle if they have any concerns about adverse reactions to the
medication. Drivers should take steps to minimize distractions while
driving. The use of cellular phones, two-way radios, and other
communication devices should be prohibited when the vehicle is in
motion.
Crossing State Lines - Where an auto body shop's vehicles cross state
lines, in vehicles with a gross vehicle weight rating of 10,001lb (4,537 kg)
or more, the garden center is required to comply with the Federal Motor
Carrier Safety Regulations (FMCSR) of the Department of
Transportation’s (DOT), Federal Motor Carrier Safety Administration.
Substance Abuse - The consumption of alcohol should be prohibited
for drivers anytime during working hours and for four hours prior to
driving. A policy should also prohibit the use of controlled substances.
Loaner Vehicles - When automobile body shops arrange for loaner
vehicles for their customers, procedures need to be taken to reduce the
business's loss exposure. Where feasible, it is better for the automobile
body shop to arrange to provide a loaner vehicle through a reputable car
rental service. If the loaner vehicle is owned by the automobile body
shop, the shop should have a written contract with the customer
stipulating who provides the primary insurance and any restrictions on
the use of the vehicle, such as radius of operation and who can drive the
vehicle. A photocopy of the customer's driver's license and proof of
insurance should be made. Loaner vehicles should be inspected before
the customer takes the vehicle, and when it is returned. Vehicles should
be well maintained and detailed maintenance records kept on file.
Security - To prevent theft, vehicles should be locked when unoccupied
and alarm systems activated, if provided. Keys to vehicles should be
controlled and in a secure location, and adequate lighting and other
crime prevention precautions should be taken at the auto body shop.
Driver Qualification
Establishing Policy - The establishment of a meaningful and realistic
driver qualification program is vitally important to the safe operation of
a business's vehicles. The employer should determine exactly what tasks
will be required of the employee, how they will be accomplished, and
what skills are required. Automobile body shop's operating vehicles with
a gross vehicle weight rating over 10,000lb (4,536kg) between states are
also subject to the requirements of the FMCSR.
Employees with Disabilities - Auto body shops should also determine
standards for the "essential functions" necessary to complete the job in
order to determine whether an individual with a disability would be
qualified, with or without "reasonable accommodation." Standards can
be physical (i.e., ability to repeatedly lift materials weighing up to 60lb
(27kg) out of trucks), or based on degrees of experience or specific skills
required. It is imperative that these standards are for essential functions
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necessary to perform the job and be applied equally to all applicants for
the position, as required by the Americans with Disabilities Act (ADA).
For information on the ADA, see Liability Reports LB-70-20, The
Americans with Disabilities Act – ADA, and LB-70-21, Americans with
Disabilities Act – Hiring Practices.
Driver Licensing - The type and size of the vehicles operated by the
business will determine the type of driver’s license required by operators.
While States regulate the minimum licensing requirements of all drivers,
drivers of vehicles that have a gross vehicle weight rating (GVWR) greater
than 26,000lb (11,793kg), must have a Commercial Driver’s License
(CDL). Under the CDL program, a driver must hold a single license from
his/her State of domicile, and the State issuing the license must maintain a
single Motor Vehicle Record (MVR) on the driver.
Driver History - A driver’s application for employment should require
information on driving history. A copy of the applicant’s Motor Vehicle
Record (MVR) should be obtained from each state where a driver holds a
license to ascertain that the applicant has a valid license and to review the
driver's past record. While a driver required to have a CDL can only be
licensed in one state, other drivers will sometimes obtain multiple state
licenses to spread violations. A history of accidents and moving traffic
violations could indicate a major problem with an applicant.
An MVR also should be obtained periodically for each driver and
reviewed to determine whether remedial training is necessary. This review
may give the supervisor insight as to the driver's attitude regarding traffic
rules and regulations.
Reference checks should include information on the ability and experience
of the potential employee in the operation of vehicles. Information should
include the types of vehicles and frequency of operation.
Driver Testing - A qualified driver should take a test drive with the
employee/applicant to determine if there are any deficiencies in driving
skills and to evaluate defensive-driving techniques. Defensive driving is
driving to prevent accidents in spite of the incorrect actions of others or
adverse driving conditions (such as weather, traffic, lighting, vehicle or
road conditions, or the driver's physical or mental state). Any bad driving
habits should be corrected prior to a driver's first trip.
Driver Qualification File - A copy of the driver’s license and current
MVR, and information on reference checks, road testing, and training,
should be made part of the driver/employee personnel file. Automobile
body shops that are subject to the requirements of the FMCSR must
maintain a driver qualification file with specific information.
Drug Testing - All drivers holding a CDL must be included in a drugtesting program meeting the requirements of the DOT. Including all
drivers and maintenance personnel in this program is advisable; however
legal counsel should be consulted before instituting the program.
For further information, see Commercial Vehicle Reports CV-20-00,
Driver Qualification; and CV-50-04, Controlled Substances and Alcohol Use and
Testing; CV-50-06, Commercial Driver’s License; and CV-90-09, Driver
Qualification Files for Interstate Motor Carriers.
Physical Qualifications - The physical fitness of the driver should be
considered before hiring, but only after the driver has been offered a job.
The motor carrier should arrange for physical examinations, with
individual physicians or industrial clinics. The medical examiner should be
aware of the physical and emotional demands placed on the driver as well
as the requirements of the job, so that it can be determined whether the
applicant is qualified for the position. In addition to checking a driver's
physical condition before hiring, periodic physical examinations should be
required and arranged for by the automobile body shop. Reexaminations
may indicate the onset of a problem and therefore allow appropriate
corrective measures to be taken.
Physical qualifications should be carefully considered to avoid
discriminating against a qualified disabled applicant under the Americans
with Disabilities Act (ADA). The employer should determine if the
applicant will pose a "direct threat" to health or safety as a result of a
physical condition, and should also consider if the physical problem could
be eliminated or reduced below the level of a "direct threat" by reasonable
accommodation.
While Federally mandated physical standards do not appear to be
preempted by the ADA regulations, state (even when adopting the
Federal requirements) and individual company requirements might be
subject to close scrutiny, to assure that they do not discriminate against
the disabled.
Reprinted with permission by Golden Eagle Insurance™
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Driver Training
Benefits - Proper training reduces operational disruptions and
minimizes unnecessary costs from accidents and equipment abuse.
Positive driver attitudes can be promoted by emphasizing that the intent
of the training program is to benefit drivers by helping them to perform
their jobs safely and efficiently.
Trainers - The person selected to do driver training should have an
unblemished personnel and safety record (to serve as an example for
others) and sufficient experience to have knowledge of the auto body
shop’s operations and procedures.
Training - The driver-training program needs to address the areas that a
driver will face in the course of day-to-day operations, as well as unusual
or emergency situations that may occur. Special controls (e.g., tow truck
controls) should be demonstrated, and the driver should be instructed in
the way to make a proper vehicle inspection. Drivers of towing vehicles
should be thoroughly trained on the proper securement of vehicles.
Documentation - All training should be documented in the driver's
qualification file, including the type of training and date. Having the
driver sign a form verifying that training was received is a good policy.
Emergency Procedures - Emergency procedures should be established
to deal with problems encountered while en route. In case of mechanical
problems with the vehicle, the driver should know what to do with the
disabled vehicle, the proper placement of emergency warning devices,
and the person(s) to contact for repairs.
For further information, see Commercial Vehicle Report CV-25-00,
Driver Training.
Driver Supervision
Guidelines - One of the critical elements for a successful driver
supervision program is the establishment of specific guidelines for job
performance. These guidelines should be clearly understood by both
supervisors and drivers, and applied equally to all drivers.
Scheduling - Fatigue can have a severe effect on the ability of a driver
to operate a vehicle safely and schedules should be carefully assessed to
help assure that the driver has sufficient rest.
Driver Observation - Direct observation by following the driver, as
well as providing a clearly displayed toll-free telephone number to file a
report on the driver, are techniques to help assure that the driver is
adhering to company policy and driving safely.
For further information, see Commercial Vehicle Report CV-30-00,
Driver Supervision.
Vehicle Maintenance and Inspection
Accountability - Reduced operational costs, reduced accidents from
vehicle defects, and improved public opinion are direct benefits of a
well-implemented maintenance policy. Drivers, maintenance personnel,
and supervisors should be held accountable for the condition of
vehicles, and clear lines of communication need to be established
between them.
Pre-Trip Inspection - Operators should have their drivers perform a
pre-trip vehicle inspection on each vehicle operated to discover any
defect or deficiency that would affect the safe operation of the vehicle or
result in its mechanical breakdown. The inspection should cover at least
the following parts and accessories: service brakes; parking (hand) brake;
steering mechanism; lighting devices and reflectors; tires; horn;
windshield wipers; rear vision mirrors; towing devices; wheels and rims;
and emergency equipment. A vehicle with a known safety defect should
not be allowed on the road until repairs have been completed. Placing an
out-of-service tag or similar identifier on the vehicle can help to
highlight that the vehicle is unavailable for use.
Automobile body shops required to comply with the FMCSR must have
its drivers complete a pre- and post-trip inspection report and also
require that the motor carrier or its agent certify on the original driver
vehicle inspection report that any listed defect or deficiency has been
repaired, or that repair is unnecessary, before the vehicle is operated
again. Before driving a motor vehicle, the driver must: be satisfied that
the motor vehicle is in safe operating condition; review the last driver
vehicle inspection report; and sign the report if defects or deficiencies
were noted by the driver who prepared the report, to acknowledge that
the driver has reviewed it and that there is a certification that the
required repairs have been performed.
Vehicle Maintenance - Auto body shops performing their own vehicle
maintenance should assure that they have adequate facilities and
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qualified mechanics. Vendors providing vehicle maintenance should be
qualified to perform the work and be reputable. When vehicles are leased,
it should be clearly stated who is responsible for providing maintenance.
The schedule for performing vehicle maintenance should be detailed and
performed accordingly.
A good maintenance program should include a thorough and up-to-date
recordkeeping system. To be useful, maintenance records should: clearly
identify the vehicle; be kept current; only record meaningful data; and be
reviewed on a periodic basis.
Employee-Owned Vehicles - Automobile body shops using employeeowned vehicles need to be concerned with the condition of those vehicles
as well. A poorly maintained, employee-owned vehicle that is involved in
an accident, while on company business, can result in liability for the auto
body shop.
For further information, see Commercial Vehicle Report CV-35-00,
Vehicle Maintenance.
Emergency Equipment
Training - All vehicles should be provided with emergency equipment,
both as an aid in preventing accidents and to assist other motorists by
alerting them of potential problems. The best emergency equipment
available is of no value unless the driver has been instructed in its proper
use.
Equipment - A fire extinguisher should be provided on every vehicle,
and be securely mounted and located so that it is readily accessible for use.
There should be at least one spare fuse or other overload protective
device for each kind and size required for the vehicle, unless devices used
are of the reset type. To alert other drivers in the event that a vehicle is
obstructing the roadway, it is recommended that vehicles be equipped
with three bi-directional emergency reflective triangles.
A set of tire chains, for at least one driving wheel on each side of a drive
axle, should be standard equipment during the time a truck is likely to
encounter conditions requiring them. Drivers should be thoroughly
instructed in the proper installation of the tire chains.
Wheel chocks, while not usually considered emergency equipment, should
be carried on trucks for use on inclines, and as safety devices at service
areas, unless the truck is equipped with spring brakes that automatically
engage when the unit is parked.
Equipment should be carried on tow trucks (e.g., broom and absorbent
material) to clear debris off the roadway.
For further information, see Commercial Vehicle Report CV-40-00,
Emergency Equipment.
Accident Reporting, Recording and Analysis
Preparedness - A system of reporting, recording, and analyzing the facts
surrounding vehicular accidents should be established. Those involved
should know their role should an accident occur, and procedures should
be in place to provide for a thorough analysis of the events that led up to
the accident.
The initial actions at an accident scene are often critical to the outcome of
the incident. The driver may be under extreme stress at the time; thus the
procedures to follow should be clear and concise, and thoroughly
understood. An information packet containing instructions and forms for
use in case of an accident should be carried in the vehicle at all times.
After protecting the accident scene and assisting anyone that was injured
in the accident, the first step in accident reporting is for the auto body
shop's driver to collect all pertinent information at the scene and include it
in a preliminary accident report. Thoroughness in performing this task
will be of great help in assessing the accident afterwards. Once the driver
has obtained the basic information for the preliminary accident report,
management should be contacted.
Management Investigation - All accidents should be investigated to
some extent. Management needs to know exactly what happened and why
it happened in order to determine what might be done to prevent a similar
occurrence in the future. A determination should be made as to whether
the accident was a "preventable accident" on the part of the auto body
shop's driver. This is irrespective of the legal conditions surrounding the
accident, as preventability relates to "defensive driving" and not legal
culpability. A preventable accident is one in which the driver failed to
exercise every reasonable precaution to prevent the accident. In order to
avoid becoming involved in a preventable accident, it is necessary for a
driver to understand the concept of, and to practice, defensive driving.
Reprinted with permission by Golden Eagle Insurance™
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Accident Analysis - The investigation of each accident should not
merely seek the specific act that was involved, but should go further into
the conditions responsible to avoid problems in the future. The
investigation should include the following areas:
•
Checking the driver's record for similar occurrences, length of
service, and indications of poor attitude or lack of skill.
•
Questioning whether a proper job of selection was done, whether
training was adequate, and if the driver was properly supervised.
•
Determining if there were previous indications that should have
warned of an impending accident.
•
Ascertaining if there was any indication of improper maintenance
procedures or if an equipment deficiency was involved.
Thorough analysis of the accident may indicate that remedial training or
disciplinary action of the driver is necessary, or that operating
procedures need to be modified.
Accident Register: All vehicle accidents should be recorded, in
chronological order, in an "accident register," to provide management
with an overall summary. Analyzing the accident register may indicate
problem areas or trends that would not otherwise be obvious by
reviewing accident reports separately. The accident register should
include at least the following information: date of the accident; name of
the driver; vehicle Identification number(s); location of the accident; a
brief description of the accident; the number of fatalities; the number of
injuries; and the amount of property damage.
For further information, see Commercial Vehicle Reports CV-25-01,
Accident Procedures; CV-45-00, Accident Reporting, Recording, and Analysis;
and CV-45-01, Determining the Preventability of Motor Vehicle Accidents.
Liability Exposure Controls
The following sections provide recommendations for controlling loss
exposures that typically occur at automobile body shops.
Loss Control Management
The facility should develop and implement an organized system for
managing liability loss exposures. The system should define the policies
and procedures that the organization will take to eliminate or control
potential liability loss exposures.
The formality of the program will vary depending upon the size of the
business; however, the system should include provisions for regular
inspection of the premises for loss exposures; documentation of
inspection results and corrective actions taken, if any; accident reporting
and investigation; loss analysis; and plan auditing.
Employees should receive orientation in their responsibilities under the
program when first hired. Retraining should be provided on a regular
basis.
For further information on developing loss control management
systems, see Liability Report LB-20-01, Loss Control Management System.
Condition of the Premises
General - Body shops should take steps to ensure that those areas of
the premises accessible to customers and other non-employees (e.g.,
delivery personnel) are reasonably safe. These steps should include (1)
meeting applicable public safety codes and standards (e.g., building and
fire codes); (2) regularly maintaining the premises; (3) inspecting the
premises for accident hazards; and (4) addressing any hazards that are
identified (e.g., by correcting the hazardous condition or warning others
of the hazard).
Perimeter Security - Body shops should secure the perimeter of the
premises to prevent unauthorized public access. Additional steps may be
necessary to prevent crime.
The method of securing the premises will vary depending upon the
characteristics of the premises. If the shop facilities are set back from the
public way, chain link fencing or other barricading may be used. If the
shop abuts a public way, the building walls themselves may serve to
restrict access. In these cases, any accessible windows or doors should
be secured.
All perimeter security should be regularly inspected and maintained.
Signs should be posted warning trespassers of any potentially hazardous
security measures employed by the operator, such as guard dog or armed
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guards. Also, security personnel should be properly screened, trained, and
supervised.
For additional information on access restrictions associated with crime
prevention, see the Property -Crime Exposure Controls section of this
report.
Fire Safety - Body shops should take steps to prevent fires. Such steps
should include complying with local building and fire code requirements
for the design and operation of paint spray booths and vehicle repair
areas, safely storing and handling hazardous materials, preventing the
accumulation of painting wastes and other combustible debris, and
emergency planning. For detailed information on fire protection, see the
Property - Fire Exposure Control section of this report.
Lighting - Lighting should comply with local building and fire code
requirements. If no code requirements are specified, lighting should meet
the guidelines of the Illuminating Engineering Society of North America
(IESNA).
Lighting should be inspected regularly and burned-out bulbs should be
replaced on a timely basis. Electrical wiring to fixtures should not be
exposed, and lighting fixtures should be protected from vandalism.
Outdoor lights should be able to withstand the elements.
Emergency lighting should be installed wherever required and regularly
tested.
Parking Areas - Body shops should have clearly identified visitor-parking
areas. The parking area should be well-lighted and well-maintained.
Drainage should be provided. Gratings, posts, or other obstructions, or
changes of surface, should be clearly marked.
The parking lot should be posted with signs or markings indicating where
vehicles are to travel. The markings should be easily visible and
understandable.
Sidewalks should meet local building code requirements and should not
be obstructed with garbage or other debris. Exterior ramps or stairs
leading to visitor entrances should meet building code requirements, be
well maintained, and be regularly inspected for accident hazards (e.g.,
worn nosing, obstructions, ice, or snow).
Waiting Areas - Shops should provide areas where customers can wait
while their vehicles are being inspected or repaired. These areas, and other
areas accessible to non-employees (e.g., bathrooms and office areas),
should be clearly identified. They should be regularly inspected for
accident hazards, such as torn carpet, spilled liquids, floor level
obstructions, broken furniture, and damaged appliances or electrical
equipment. Hazards that are identified should be corrected or other steps
taken to warn or mitigate the hazard. Hazardous equipment and materials
should not be stored in customer areas.
Means of Egress - Means of egress should be clearly identified. Every
exit should be clearly visible and the route to the exit conspicuously
indicated. Exit access and exits themselves should be marked and lighted,
as required by local code.
Employee Areas - Shop areas that are restricted to employees should be
separated by doorways, barricades, or other access control devices.
Restricted areas should be clearly marked. Non-employees should not be
allowed in these areas unless they are escorted and are wearing
appropriate protective equipment, such as safety shoes and protective
eyewear. The escort should warn the visitor of latent hazards that they are
aware of. Visitors should not be allowed in areas where hazardous
operations are being performed until after the operation has been
completed and the area secured. Tools, equipment, and supplies should be
secured to prevent unauthorized use.
Delivery Areas - Shops that receive regular deliveries of parts and
supplies should have designated areas where delivery personnel may load
and unload shipments. These areas should be away from service areas
where hazardous operations are performed. The location should be
marked and delivery services made aware of the location. Safe egress
should be provided to these areas and the area should be inspected for
accident hazards.
Vehicle Drop-off Areas - Shops that accept delivery of vehicles during
off-hours should have a designated area where customers or towing
services can leave vehicles. Shops should post signs indicating where such
areas are. The area should be well-lighted, well-maintained, and inspected
regularly for spilled automotive fluids or other hazards. Any hazards
identified should be addressed in a timely manner.
Reprinted with permission by Golden Eagle Insurance™
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Operations
Inspections and Repairs - Vehicle inspections and repairs should be
performed in areas that are restricted to employees. Repairs should not
be performed on sidewalks or other public ways. Safe work practices
should be followed. See the Occupational Safety section of this report
for further information on safe work practices at body shops.
Towing Services - Shops should establish procedures for receiving
vehicles from outside towing services. These procedures should be
posted at the entrance to the loading area. Safety precautions should be
clearly identified. Shop employees should supervise all vehicle drop-offs
during business hours.
Test Drives - Employees may need to test drive a customer’s vehicle to
diagnose a problem, check on the quality of a repair, or pick-up or
deliver the vehicle to the customer. Shops should consider the use of
dynometers or other stationary testing equipment to reduce the need for
road testing vehicles. Also, shops should take steps to ensure that drivers
are qualified and are capable of operating a vehicle safely. See the
Commercial Vehicle section of this report for further information.
Independent Contractors - Independent contractors may be used for
pest control, security services, equipment maintenance, or a variety of
other operations. Liability exposures created by the use of independent
contractors can be managed through contractor selection, contractual
agreements, and certificates of insurance. Once on-site, the contractors
should be made familiar with the shop’s safety policies.
Completed Operations
Training and Certification - Shops should ensure that technicians
hired by the shop have appropriate skills for the work that they perform.
Shops should make inquires about the qualifications of all prospective
employees in the employment application. All references should be
verified.
Many high schools, vocational schools, private trade schools, and
community colleges offer training programs in automotive body repair.
The two primary organizations that certify training programs are the
National Automotive Technicians Educational Foundation (NATEF),
an affiliate of the National Institute for Automotive Service Excellence
(ASE), and the Accrediting Commission of Career Schools and Colleges
of Technology (ACCSCT). SKILLS-USA/VICA provides a directory of
public auto body repair training programs. The Collision Industry
Conference (CIC) has developed skill recommendations for various
levels of skilled employees.
The National Institute for Automotive Service Excellence (ASE) is the
most widely recognized developer of certification requirements for
collision repair and refinish technicians. ASE offers three levels of
certification, ASE Collision Repair or Refinishing Technician, ASE
Master Collision Repair/Refinishing Technician, and ASE Collision
Damage Estimator. Certifications are obtained through meeting
minimum experience requirements and passing certification exams.
Technicians must retake examinations at least every five years in order to
maintain their certifications.
The Inter-Industry Conference on Collision Auto Repair (I-CAR) is a
widely recognized developer of skills training programs for the collision
repair industry. I-CAR courses cover a broad range of topics from
understanding collision repair to advanced vehicle systems. Vehicle
manufacturers, paint manufacturers, equipment providers, or other parts
suppliers may offer training in the use or repair of their products.
Technicians that perform specialized tasks, such as painting or welding,
may require additional certifications in order to meet regulatory,
franchise, or insurance company requirements. These certifications may
be provided by the manufacturer of the product, the vehicle
manufacturer, or a third-party certification organization, such as the
American Welding Society.
Shops should provide regular or refresher training to employees. This is
important for maintaining the skill level of the employees. New
automobile design and manufacturing trends, including unibody
construction and the increased use of plastics and composites, have
changed the way repairs must be performed on certain vehicles. In
addition, the use of advanced electronic systems in vehicles provides
greater chance for damage by improper repair techniques.
Tools and Equipment - Shops should have the necessary tools and
equipment to perform the services they provide (e.g., structural repair,
non-structural repair, and painting). This equipment should be
1 0
maintained in good operating condition. Shops should maintain all
instruction, service, and operating manuals for the tools and equipment
that they use. All operators should be trained in the proper use of the
equipment.
The CIC requirements for a “Class A” collision repair shop specify that a
collision repair shop should have certain basic equipment. This includes:
(1) A method of fully hoisting a vehicle so that the undercarriage of the
vehicle may be inspected for damage. Overhead lifts are typically used for
this task, although drive over pits may be used in older shops. (2)
Equipment for evaluating the structural alignment of collision-damaged
vehicles. Typical equipment may include tram and centerline gauges, tape
measures, lasers, and computerized systems. Shops that repair unibody
structures should have equipment capable of making measurements in
three dimensions. (3) Equipment for making body or structural pulls and
a suitable anchoring system for holding the vehicle stationary during the
pulls. (4) Welding equipment for repairing damaged metal. Metal Inert
Gas (MIG) and Gas Metal Arc (GMA) welding are the most common
types of welding equipment used. (5) Shops should have access to
equipment for evaluating four-wheel alignment. This equipment may be
owned by the shop or by a subcontractor who performs the work for the
shop. Printouts should be kept with the customer file.
Vehicle Information - Shops should have service manuals, dimension
data and paint manuals, and documentation for all vehicles that they
service. These manuals should be maintained up to date. Body shops
should maintain all manuals, installation instructions, and documentation
for all aftermarket parts used.
Vehicle Inspections and Repairs - All work should be performed
according to manufacturer recommendations or industry best practices.
Several organizations within the collision repair industry (e.g., ASA, CIC,
and I-CAR) have established standards of practice for performing
inspections and repairs. In addition, specific part or component suppliers,
such as paint manufacturers, may provide specific instructions for using
their products.
Parts - Service estimates should be prepared in writing and should
identify the parts and materials to be used for the job. Parts should be
appropriate for the service being performed and purchased from
reputable suppliers. All parts should be inspected prior to installation,
with particular attention paid to the condition of salvaged or aftermarket
parts. Shops should keep copies of all guarantees and warranties provided
by part manufacturers. All parts substitutions should be noted.
Supervision - The work of all lesser skilled or new employees should be
overseen by a more experienced technician. All completed work should be
reviewed by a senior technician before the vehicle is returned to the
customer.
Contracted Work - Shops should establish procedures for addressing
liability exposures from work, such as wheel alignments, that are
performed by third-party subcontractors. These procedures should
include requirements for contractor selection, the use of indemnification
or hold harmless agreements, and certificates of insurance.
Warnings - Shops should inform the customer of any conditions
identified by the shop that could affect the drivability of the vehicle.
These warnings should be provided to the customer both orally and in
writing on the customer’s inspection form.
Recordkeeping - Body shops should maintain records of all customerrelated correspondence, including repair estimates, warnings, and
guaranties or warranties. A repair log should note when repairs were
performed, who performed the repairs, a description of the repairs
performed, the parts used, and any relevant quality control procedures
followed. The length of time that records should be kept will vary
depending upon a state’s statutes of limitations.
Environmental
General - Environmental liability exposures may be controlled through
the adoption of good environmental management practices. As a baseline,
such practices should include compliance with applicable environmental
regulatory requirements. Shops may further reduce their liability exposure
through the adoption of pollution prevention practices that reduce the
quantity of wastes that must be managed.
Regulatory Compliance - Shops should comply with regulatory
requirements for hazardous materials and waste management. Federal
requirements affect solid and hazardous waste management, used oil
management, waste water treatment and discharge, release reporting,
Reprinted with permission by Golden Eagle Insurance™
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refrigerant recycling, and solvent emissions. States may adopt additional
or stricter requirements; for example, some states regulate used oil as a
hazardous waste instead of a special waste.
The EPA and the automotive industry have established a small-business,
compliance-assistance center to help automobile body shops comply
with environmental regulations affecting the automotive repair industry.
The Coordinating Committee for Auto Repair (CCAR) provides
information on federal and state requirements, pollution prevention,
best management practices and contact information for state and federal
officials responsible for regulating the industry. The center may be
contacted at 888-476-5465. Material from the center may be accessed
online via http://www.ccar-greenlink.org. An annotated, federal
regulatory screening checklist for automotive repair facilities is available
at www.ccar-greenlink.org/vshops/checklist.html.
Work Areas - Floors of vehicle storage and work areas should have
sealed concrete or other low permeability surfaces. Berms, curbs, or
other spill containment devices should be provided to control large leaks
or spills. Outdoor areas should be covered or otherwise protected from
stormwater.
All floor drains should be identified. Drains located in service bays or
wash areas should be connected to a holding tank, a sump, or a
municipal sanitary sewer. Drains that discharge to dry wells should be
eliminated. Shops should post signs at sinks and paint stencils on floor
drains to remind employees not to pour wastes down drains
Hydraulic lifts, compressors, parts washers and other fluid containing
devices used in the work area should be checked regularly for leaks and
potential releases of fluid. Parts washers should be enclosed to prevent
fluid loss. Lift systems should be provided with secondary containment.
Hazardous Materials - Shops should maintain an inventory of all
hazardous materials used by the shop. Materials should be stored
according to the recommendations provided by the manufacturer in the
Material Safety Data Sheet (MSDS) for the product, as well as the
requirements of local building and fire codes.
Shops should take steps to minimize the amount of hazardous materials
that they have on site at one time. This will reduce the amount of
material that may be released should an accident occur and reduce the
amount of outdated supplies that must be disposed of as waste. Steps
may include redesigning processes to reduce or eliminate the use of the
material, maintaining equipment in good working order, training
employees in proper equipment use, or adopting strict inventory
controls to maximize the use of supplies. Process redesigns can include
equipment changes (e.g., using high transfer efficiency paint sprayers),
material substitution (e.g., using water-borne primers), or changes in
work practices (e.g., or recycling solvents and waster paint thinners).
Shops should develop procedures for responding to spills or other
emergencies involving hazardous materials. These procedures should be
documented in an emergency plan. See the “Housekeeping” section for
further discussion on spill cleanup procedures.
Housekeeping - Floors should be swept with a broom every day to
prevent the unnecessary build up of dirt or other contaminants. Such
contaminants can increase the volume or hazard of waste that must be
disposed of should a spill occur. Floor washing should be avoided
because this practice creates large amounts of wastewater that must be
managed.
Shops should take steps to prevent leaks and spills. All containers should
be tightly sealed when not being used. Approved pumps or spigots
should be used to transfer materials from bulk containers. Open pouring
of materials should be prohibited. Valves and spigots on dispensing
tanks should be checked regularly for leaks. Locking pins or padlocks
should be used to prevent the accidental opening of valves.
Leaks and spills should be contained and cleaned up quickly. Dry
cleanup methods should be used instead of floor washing to reduce the
amount of wastewater produced. The type of method used will depend
upon the material spilled and applicable regulatory requirements. EPA
recommends that absorbent materials (e.g., floor sweep, “kitty litter,”
pigs, pads, pillows, or mats) be used to clean up gasoline or solvent
spills. [10] This absorbent material should be recycled until it can no
longer be used; then properly disposed of. For other materials, EPA
recommends using shop rags or towels to wipe up small spills, and mops
and buckets, followed by rags, for larger spills. Other methods of dry
spill clean up include using brooms, squeegees and dustpans, or wetvacuums to remove the bulk of the spill followed by rags. Recovered
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liquid should be recycled or disposed of as waste and soiled rags rung out,
separated, and stored in clearly labeled, closed containers until they can be
sent out to be cleaned with other laundry or disposed of.
Vehicles should be washed in an area where wash water can be collected,
treated, and recycled. State and local authorities should be contacted to
determine if treatment is necessary prior to discharge. Wash water should
be kept out of storm drains or dry wells.
Waste Materials - Shops should perform a waste audit to determine
what types of wastes the shop produces, and whether or not this waste is
hazardous. The results of the audit can be used as a basis for determining
applicable regulatory requirements and waste minimization opportunities.
Shops should take steps to recycle commonly generated waste materials,
such as refrigerants, solvents, batteries, used oil, and antifreeze.
Segregating waste streams can facilitate recycling by reducing the amount
of cross contamination. Shops should use a reputable recycling company.
Records should be kept of all transactions.
Waste materials should be stored safely until they can be recycled or
disposed of. All waste materials should be tested to determine whether
they are hazardous wastes. Hazardous waste should be kept separate, in
properly labeled and sealed containers. The storage area should be
protected from rain, snow, and standing water, and should be secured to
prevent vandalism. Waste containers should be properly labeled and
regularly inspected for signs of leaks or deterioration. Containers must be
compatible with the waste stored (e.g., battery acid should not be stored
in unlined steel containers). Shops should keep written records of the
types of waste stored on the property and the contents of the containers.
Waste should be disposed of according to applicable environmental
requirements. Hazardous waste should be transported by a licensed
hazardous waste hauler and disposed of in a licensed treatment, storage,
and disposal facility. Shops should keep waste manifests and other
required documentation for at least three years.
Pollution Prevention - The number and volume of wastes produced by a
shop can be reduced by incorporating pollution prevention practices into
shop operations. Such practices may include: (1) decanting solvents to
extend solvent life; (2) using paints with low volatility, lower metal
concentrations, and higher solid content; (3) calibrating paint transfer
equipment; (4) mixing paint only as needed; and (5) using reusable spray
booth filters.
In addition, shops should take steps to recycle commonly generated waste
materials such as refrigerants, solvents, batteries, used oil, and antifreeze.
Segregating waste streams can facilitate this by reducing the amount of
cross-contamination. Shops should use a reputable recycling company.
Records should be kept of all transactions.
Property - Crime Exposure
Controls
A property crime prevention program for an automobile body shop
should be designed to reduce the risk of employee dishonesty and fraud,
and limit the opportunity for premises burglary.
Employee Theft
Pre-employment Screening - The first line of defense against employee
theft is to hire honest employees at the outset. This is best accomplished
through a program of pre-employment screening. By performing in-depth
checks of an applicant's job history and references, management can
reduce its exposure to theft while creating an environment of honesty. A
thorough screening process will convey to employees that management is
concerned with ensuring the highest level of integrity in the workforce.
Employers should be aware that there are many state and federal laws
intended to protect an employee's rights and privacy, and thus impact on
an employer's pre-employment screening program. Employers should be
familiar with the provisions of these laws and aware of the risks associated
with their violation. For additional information, see Liability Report LB70-50, Interviews and Background Checks.
Procedural Controls - Service businesses can suffer significant losses
from employee collusion with suppliers unless procedures are in place to
limit the opportunity. Procedures that make collusion between employees
and suppliers more difficult include: arranging work flow and task
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assignments so that the work of one employee acts as a control on that
of another; dividing responsibilities and functions so that no one
employee has control over all facets of a transaction; and implementing a
program of regular and random (surprise) inventory checks.
Expensive tools and equipment should be etched with identification
numbers that are recorded, and a list of the numbers and a description
of the tool or equipment kept in a secure location. This may help in
identifying the item in the event it is recovered by the police.
Tools, supplies, and materials should be secured in locked rooms,
closets, or chests. Automobile parts and accessories should be kept in a
secured room and parts distributed by requisition only. An inventory
program should be established as a means of accounting for parts and
accessories, as well as tools and supplies.
Employee Job Satisfaction - Human resource programs designed to
build employee loyalty and align employee and company goals, such as
profit sharing, promotion-from-within policies, and fair compensation
practices, are effective at reducing employee theft. Through such
programs, management can establish an atmosphere of positive attitudes
that will benefit the company not only in terms of increased honesty, but
in terms of increased productivity as well. Management must enhance
employee morale.
Enforcement Policy - Although its effectiveness is often debatable, a
policy of apprehension and prosecution is considered a control strategy
because of its role as a deterrent. The fear of being caught, coupled with
dismissal, possible prosecution, and the threat of jail (depending on the
severity of the crime), will cause many employees to think twice about
stealing.
Burglary
Building Security - Burglary is a crime of opportunity. Research into
the crime indicates that burglars look for places that offer the best
opportunity for success. In choosing targets, burglars look for locations
that contain something worth stealing and then select those that look
easy to break into. Burglars appear to be strongly influenced by the look
and feel of the business they are planning to burglarize. Consequently, if
the exterior of a business appears to reflect attention to security, the
burglar will likely look for an easier opportunity. Good locks and
ironwork contribute to making a building appear secure. For additional
information, see Crime Prevention Report CP-32-10, Protective Lighting
Systems, CP-36-10, Locking Hardware, and CP-37-10, Securing Exterior
Doors.
Burglar Alarm System - A premises burglar alarm system also may
deter a burglar. An UL-Certificated central station burglar alarm system
that sends a silent signal to a monitoring station, which dispatches
guards on receipt of the signal, is preferred. An alarm system that
sounds a local bell is better than no alarm at all - at the very least, it may
scare off the burglar. If a safe is used to store cash, or security closet or
security cage to store expensive parts or accessories, it should be
protected by the alarm system. The alarm system should be tested
regularly and maintained properly. A testing and maintenance contract is
a requirement of UL Certification. A sign indicating that the premises
are protected by a burglar alarm system may serve as a deterrent. For
additional information, see Crime Prevention Report CP-48-30, UL
Modular Burglar Alarm Certificate Service.
Lighting - The exterior of the building should be adequately
illuminated, since lighting is believed to serve as a deterrent to burglary.
Damaged fixtures and burned-out bulbs should be repaired/replaced on
a timely basis. See Crime Prevention Report CP-32-10, Protective Lighting
Systems, for additional information.
Theft
The most effective means for preventing the theft of equipment, tools,
and materials, including vehicles, from yard storage areas is to limit
access to the site at all times, preferably by a fence with lockable gates.
Warning signs should be posted to keep unauthorized persons off the
site. All vehicles should be locked and the keys stored in a secure
location
A secured area should be provided for the storage of equipment, tools,
and materials. All tools and equipment should be marked in a
conspicuous, distinctive manner to allow for easy identification - this
may also serve as a deterrent to theft.
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Fraud
Check Fraud - Because of the risk involved, a retail business may have a
policy of not accepting checks as payment for goods. For those that
accept checks, a check-acceptance policy should be established, the policy
should be posted in a convenient location for customers, and clerks
should be trained in the policy. Elements of the policy should include:
requiring two forms of identification for all payments by check, and listing
them on the back of the check; not accepting third-party checks, such as
payroll or government checks, since these may be stolen; and using an
electronic check verification system.
Credit Card Fraud - To prevent credit card fraud, retail businesses
should establish a credit card payment policy and train clerks in the policy.
Elements of the policy should include: requiring all credit card
transactions to be checked electronically; checking the signature on the
sales receipt against the signature on the card; and checking the validation
and expiration dates on the credit card.
Counterfeit Currency Fraud - Retail businesses should train clerks in
how to detect counterfeit currency and provide them with equipment that
can be used to detect counterfeit currency. The U.S. Secret Service, a
division of the U.S. Treasury Department, provides information on
detecting counterfeit currency at the following Web site:
www.treas.gov/usss/money_detect.shtml.
Property - Fire Exposure
Controls
Facility Design and Construction
Building Construction - The facility should comply with local building
and fire prevention codes. While codes can vary widely from state to state,
some basic measures are common to all codes. These include: fire
exposure from adjoining facilities or adjacent structures should be limited
by fire barriers or building separation; concealed spaces should be
properly fire stopped or otherwise protected; and, in multiple-story
buildings, floors should be constructed to act as smoke barriers and
vertical openings protected to prevent the spread of smoke and fire.
While buildings may be of any construction type, as provided in NFPA
220, Standard on Types of Building Construction, published by the National Fire
Protection Association (NFPA), NFPA 101, The Life Safety Code, requires
that, regardless of the type of construction, the walls, floors, and ceilings
should have a minimum of a one-hour fire resistance rating. Automobile
body shops should not be located in the same building as assembly,
educational, healthcare, or residential occupancies unless separated by
walls, floors, and ceilings having a minimum of a two-hour fire resistance
rating, and protected by an automatic sprinkler system.
Spray areas, booths, and rooms should be constructed of noncombustible or limited combustible materials having a minimum of a twohour fire resistance rating or be separated from all other areas by a
minimum of 3-ft (91.5-cm) clear space. Aluminum should not be used on
walls, floors, ceilings, or ductwork where spraying operations are
performed. All windows and vision panels for spray booths and rooms
should be made form heat treated glass.
Paint mixing rooms walls, floors, and ceilings should have a minimum of
a one-hour fire resistance rating; a total floor space not exceeding 150 ft2
(14 m2); and should be provided with spill containment. Additionally,
mechanical ventilation should be provided with a capacity of 1 cfm/ft2
(0.3 m3/mm2) of floor area, but not less than at least 150 cfm (4m3/min).
Means of Egress - Means of egress should be designed in accordance
with requirements of NFPA 101 for special hazard industrial occupancies.
This means that: a minimum of two fire exits be provided for each smoke
compartment; aisles providing access to fire exits not be blocked, that fire
exits be provided with panic hardware and not be locked, such as by
chains or padlocks, and that doors located in exit paths be equipped with
hold open devices, if those devices are designed to automatically close the
doors upon activation of the premises fire alarm system.
Horizontally sliding fire doors may be used on an exit into a stairwell,
when equipped with automatic closure devices that are activated by a
smoke detection system. When one or more smoke detectors activate, all
doors leading to the stairwell should close. These doors should also be
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provided with a manually operated, instantaneous release device for
occupant use. Horizontally sliding fire doors should have a fire
resistance rating of at least one hour and four hours for building greater
than three stories in height.
The locations of fire exits should be indicated by clearly visible signs.
Walkways around machinery should be a minimum of 22 in (56 cm)
wide. The maximum travel distance to fire exits should not exceed 50 ft
(15 m) from any location in the facility. This distance may be extended
to 100 ft (30 m) if the facility is protected by an automatic sprinkler
system.
Utilities
Electrical - The electrical system should comply with NFPA 70,
National Electrical Code. Some basic requirements of NFPA 70 include:
electrical conductors should be securely fastened in place; outlet and
junction boxes should be properly secured, covered, and without
evidence of overheating; wiring insulation in outlet and junction boxes
should be in good condition and not frayed or loose; an adequate
number of electrical outlets/circuits should be provided to avoid
overloading of circuits; the use of extension cords should be prohibited;
electrical panels and branch circuit disconnects should be freely
accessible at all times; and all electrical equipment should be inspected
and maintained according to manufacturer’s instructions. Electrical
equipment used in wet areas, such as wash areas and restrooms, should
be equipped with ground fault protection.
The electrical systems in areas where paints and solvents are stored,
mixed, or dispensed should be approved for Class I, Division 2
locations, in accordance with NFPA 70. In addition, electrical equipment
located within 20 ft (6 m) horizontally and 10 ft (3 m) vertically of
unenclosed spray areas; or within 3 ft (91 cm) of enclosed spray booths;
and inside all spray booths, rooms, and hoods; should be approved for
Class 1, Division 2 use.
Heating and Air Conditioning - Heating and air conditioning systems
should comply with NFPA 90B, Standard for the Installation of Warm Air
Heating and Air Conditioning. Air circulation systems should be designed
to automatically shutdown in the event of a fire. Proper maintenance of
these systems will help to prevent overheating of motors, which could
result in fires. Other factors to be considered include: (1) Heating
systems should be located in a separate area with a minimum of fire
resistance rating of one-hour and having no opening with in 8 ft (2.4 m)
of a hazardous area such as paint spray areas; (2) return air for heating
systems should be at least 18 in (45.5 cm) above the floor; and (3) solid
fuel and portable heating units should be prohibited.
Storage Areas
Supply Rooms - Supplies should be stored in conformance to local fire
code requirements and follow good storage practices. The specific types
of storage practices will depend upon the products and storage
arrangements, as follows: (1) supplies should be stored on stable
surfaces, in stable configurations, and stock should not block access to
fire and emergency exits; (2) adequate aisles/spacing should be provided
to limit congestion, prevent the spread of fire, and provide for fire
fighting access; (3)
ordinary combustible materials, such as records,
tools and paper supplies, should be stored separate from flammables
liquids; and (4) storage rooms, trash rooms, and similar areas should be
separated from other areas by one-hour fire barriers or protected by
automatic sprinklers.
Flammable and Combustible Liquids Storage - Automobile body
shops may store a variety of flammable and combustible liquids, such as
degreasers, paint, solvent, and lubricants. Flammable and combustible
liquids should be kept in covered containers when not in use. Spills
should be cleaned up promptly. Flammable and combustible liquids
should be stored in accordance with NFPA 30, Flammable and Combustible
Liquids Code. Storage rooms containing flammable or combustible liquids
should be segregated by fire barriers or separated from the facility and
protected by and automatic sprinkler systems. Inside storage should be
limited so that not more than 120 gal (454 l) of flammable or
combustible liquids are stored in any one cabinet, and no more than
three cabinets should be located in the same storage area. In addition,
storage areas should be provided with spill-containment devices;
electrical equipment that is approved/listed for a Class 1, Division 1 use;
and equipped with ventilation equipment designed to maintain a
constant flow of air to prevent the buildup of flammable vapors.
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See Fire Protection Report FP-70-12, Storage of Flammable and Combustible
Liquids in Containers, for additional information on this topic.
Fire Suppression and Alarm Systems
Fire Alarm System - A fire alarm system should be designed,
installed, and maintained in accordance with requirements of NFPA 72,
National Fire Alarm Code. The system should be monitored by a central
station alarm company, with automatic retransmission of fire alarm signals
to the fire department. NFPA 72 requires that a fire alarm system be
covered by a maintenance and service contract, and regularly tested and
inspected.
The system should include both manual and automatic initiation devices
that provide immediate evacuation notification to the occupants.
Activation of the system should cause the release of hold-open devices on
smoke compartment doors.
Fire Suppression Systems - The building(s) should be protected by an
automatic fire sprinkler system meeting the requirements of NFPA 13,
Standard for the Installation of Sprinkler Systems. Requirements for maintaining
sprinkler systems are contained in NFPA 25, Standard for the Inspection,
Testing, and Maintenance of Water-based Fire Protection Systems. Sprinkler
systems in paint spray areas should meet the requirements for Extra
Hazard Group I, in accordance with NFPA 13. In addition, separate
sprinkler control valves should be used to supply sprinkler protecting
paint spray areas. Sprinkler heads located in paint spray areas should be
protected from over-spray by thin paper bags or cellophane, not
exceeding 0.003 in (0.072 mm) thick.
When service, repair, or maintenance activities will impede the sprinkler
system for more than four hours (in a 24 hour period), the fire
department should be notified. In addition, the building should be
evacuated or fire watch established during the period of system
impairment.
Fire extinguishers should be located throughout the facility, in compliance
with local codes and as required by NFPA 10, Standard for Portable Fire
Extinguishers. Employees should be trained in the care and use of these
extinguishers, including proper selection and application for the classes of
fire presented.
Properties located in areas without public water systems should be
protected by alternate water sources, in accordance with NFPA 1142,
Standard on Water Supplies for Suburban and Rural Fire Fighting.
Operations
Smoking - Smoking should be prohibited. If smoking is permitted,
designated smoking areas should be established and “No Smoking” signs
should be posted in all other areas of the facility. Improperly discarded
smoking materials, such as cigarettes, can ignite combustible waste. Noncombustible receptacles for smoking materials should be provide and
routinely emptied by the staff.
Housekeeping - Used cardboard cartons, packing, and crating materials
can accumulate in stock rooms, increasing the fire load in such areas. To
minimize the danger of fire, stock rooms should be tidy and orderly, and
trash should be removed to an outside trash dumpster or otherwise
disposed of. Storage rooms, trash rooms, inside dumpsters, and similar
areas should be separated from other areas by one-hour fire barriers or
protected by automatic sprinklers.
Equipment Cleaning - Equipment cleaning operations using flammable
or combustible liquids should be conducted in well-ventilated areas, away
from open flames and other ignition sources. Liquid-soaked rags and
paper from cleaning operations should be placed in covered metal
containers and disposed of on a daily basis.
Paint Mixing - Paint should be mixed only in rooms designed for
such operations or in the area where the paint will be immediately used.
Smoking should be prohibited in areas where paint is mixed. Solvents and
thinners with a flashpoint below 100oF (37.8oC) should not be transferred
between containers unless both containers are bonded and grounded.
Proper bonding/grounding is required to prevent the buildup of static
electricity produced by the transfer of liquids. Provisions for bonding and
grounding include: connecting the containers to each other electrically,
before transferring the liquid; and connecting both containers electrically
to earth ground, before transferring the liquid.
See Fire Protection Report FP-70-08, Static Electricity, for additional
information on this topic.
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Repair Areas - Body repair and alignment operations should be
performed in areas designated for such work and separated from
painting operations by a minimum of a one-hour fire rated wall. Typical
control measures that should be implemented for repair areas include:
(1) the electrical service should be of sufficient capacity to handle the
heavy loads created by the many types of electrical equipment used in
repair shops; (2) all electrical equipment should be properly grounded to
prevent the generation of sparks; (3) cutting, welding, and soldering
operations should use a hot work permitting system; and (4) dust
collection systems should be provided in areas where metal and body
fillers are sanded.
Paint Spraying - Fire prevention controls for paint spraying operations
will vary based on the type of material sprayed, the rate of application,
and the area where painting is performed. Painting operations using
flammable and combustible liquids present the greatest risk for fire and
should comply with NFPA 33, Spray Applications Using Flammable and
Combustible Liquids. Walls and ceilings surrounding spray booths or
rooms should be constructed of and separated from surrounding areas
by firewalls or fire barriers. Electrical wiring and equipment, such as
electrostatic spray application equipment and drying, curing and fusing
apparatus, should be in accordance with NFPA 70. Light fixtures in
spray booths and rooms should be listed or approved for the
application.
Ventilating and exhaust systems should be designed and installed in
accordance with NFPA 91, Standard for Exhaust Systems for Air Conveying of
Vapors, Gases, Mists, and Noncombustible Particulate Solids. Spray should be
equipped with a ventilation system that is capable of confining and
removing vapors and mists to a safe location. Paint spray ventilation
systems should be designed and monitored to ensure that flammable
vapor concentrations do not exceed 25-percent of the lower explosive
limit (LEL). In addition, exhaust ducts should be: (1) ported to the
outside, away from air intakes, and at least 6 ft (18 m) from exterior
walls and roofs; (2) directed away from any combustible exposures; and
(3) not be used as part of the general building ventilation systems.
Spray operations should be confined to pre-determined areas designed
and maintained for spray operations. The use of chlorinated solvents in
paint spraying areas and equipment should be prohibited. All spray areas
should be kept free of the accumulation of deposits of combustible
residues. Filters for ventilating and exhaust systems should be replaced
on a regular basis.
See Fire Protection Report FP-70-10, Paint Spray Processes, for additional
information on this topic.
Drying and Curing - Drying, curing, and fusing equipment used in
connection with the spray application of flammable and combustible
paints and materials should meet the requirements of NFPA 86, Standard
for Ovens and Furnaces. Heating systems for paint drying should be
interlocked with the spraying equipment so that no spray operations can
be performed while the heating system is active. Further, the heating
system should be designed to shutdown if the drying area temperature
exceeds 200oF (93.3oC).
Emergency Preparedness
In order to ensure that customers and employees are prepared to
evacuate the facility, the following practices should be followed: (1)
employees should check the exit doors and exit paths on a daily basis to
ensure access during an emergency; (2) emergency evacuation drills
should be conducted on a semi-annual basis; (3) during evacuation drills,
all of the alarm components should be activated; (4) personnel should be
assigned to assist with the orderly evacuation of the occupants; and (5)
all employees should be trained in the proper selection and use of
portable fire extinguishers.
See Fire Protection Report FP-45-10, Emergency Action Plans (OSHA
1910.38), and FP-45-15, Fire Prevention Plans, for additional information
on this topic.
Incendiarism and Arson
Basic protection against incendiarism and arson requires that the
property be secured from unauthorized entry and equipment protected.
A fence should protect the perimeter of the property. All exterior areas
of the property should be illuminated. Trees and vegetation should be
cut back to provide a clear space of at least 100-ft (30.4-m) clearance
around the perimeter of the property. Combustible materials and trash
in yard areas should be properly discarded. Deadbolt locks should be
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installed on all exterior doors. Ground level and below-grade windows,
and other accessible openings, should be secured.
Yard storage and vehicles should be kept away from the building so as not
to present an exposure to the building and its contents. Yard storage
should not be located too close to perimeter fencing since arsonists may
be tempted to burn yard storage or vehicles if they can't get to the
building itself. A distance of 25 feet between yard storage and fences or
buildings is recommended. Yard storage also should be arranged with
adequate aisle space.
See Fire Protection Report FP-42-01, Incendiarism and Arson, and Crime
Prevention Report CP-30-10, Physical Protection Afforded by Buildings, for
additional information on these topics.
Property - Inland Marine
Exposure Controls
Inland marine loss control management for an automobile body shop is
that portion of a complete management system that deals with preventing
loss of income due to damage or loss of automotive body shop
equipment, accounts receivables, valuable papers and records, electronic
data processing equipment and media, property in transit, and signs and
awnings. The loss control management program should also address
garage keeper’s liability and the potential for business interruption. An
inland marine loss control program should be incorporated into the
automobile body shop’s operating procedures.
Equipment
Inventory -The types of equipment that are exposed to loss include: paint
guns, blow guns, spraying equipment, hoses, mixing bank, paint gun
cleaning machines, paint testing equipment, paint thinner recycling
machine, color mixing software machine, sanding and grinding
equipment, respirator equipment, air compressors, hand tools, electric or
air-powered hand tools, jacks, lifts, materials and handling equipment,
chain hoists, wheel alignment and hydraulic machines, pneumatic metal
cutting guns, stud guns, welders, computerized measuring and
replacement parts systems, air-conditioning equipment, washers and
dryers, cleaning/maintenance equipment, special furnishings, general
office equipment, audiovisual equipment, televisions, VCRs, radios,
photocopiers, vending machines, coffee makers, security monitoring
cameras, and public address systems.
Additionally, auto body technicians generally are expected to provide their
own tools. A complete set of tools owned by a master technician could be
quite costly and, as such, consideration should be given to their
safekeeping.
A list of the ages, condition, and serial numbers for all equipment leased
or rented should be maintained in a secure location, preferably offpremises in a fire resistive safe.
Security - All equipment should be secured against vandalism and theft.
Expensive equipment should be protected from theft by etching with
identification numbers. A list of the numbers and descriptions of the
equipment should be registered with the police and copies of the list kept
in a secure location. All high-value, specialty equipment should be placed
in a secure location when not in use. An accurate inventory and
videotapes and/or photographs of all specialized equipment should be
kept. Portable equipment, when not in use, should be kept in a locked
storage room or cabinet. For additional information, see Property - Crime
Exposure Controls section of this report
Garage Keepers’ Legal Liability
Loss Prevention - Both the owner and the customer have a financial
interest in a vehicle left in the care, custody, and control of the shop. The
vehicle remains on a temporary basis at the shop and then returned to the
customer. The shop is required to exert the same degree of care that an
ordinary, careful person would exercise over his or her own property.
Certain repairs (e.g. airbags, stereo, and engine repairs) may be
subcontracted out to qualified specialists.
Customers’ vehicles in the care and custody of the shop should be
secured against loss, vandalism, and theft, and protected against fire,
water, or nonfortuitous damage. A protection program for these types of
properties should include: visually inspecting vehicles for valuable items;
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reminding customers to remove any valuable items from vehicles left for
repair; posting signs that the shop is not responsible for any items left
inside the vehicle; establishing a key-control program to prevent
unauthorized access to vehicle keys; and storing vehicles in secure areas
away from fire hazards and taking steps to protect vehicles from
expected adverse weather conditions.
Subcontractors - If work is performed by outside subcontractors, their
qualifications should be checked. In addition, they should be required to
sign an Indemnification and Hold Harmless Agreement.
For additional information on liability, see Liability – Exposure Controls
section of this report.
Accounts Receivables
Records Protection - A business that suffers a loss due to fire, flood, or
other natural disaster may be unable to collect accounts receivables
and/or other monies owed. Valuable papers and records, such as
customer’s names and address, payment and credit accounts, inventory
records, receipt record books, contractual agreements, rental agreements,
insurance documents, inspection and audit records, deeds, and
mortgages, may also be damaged or destroyed.
Plans should be developed to protect accounts receivables. Records
should be duplicated and updated on a regular basis, with off-site
storage of backup records. Otherwise, accounts receivable records
should be stored in the appropriate record protection equipment that is
used only for such purpose. Contingency plans should be in place to
retrieve and recover damaged records.
Fire Protection - Automatic sprinklers, smoke detectors, or other fire
protection systems that are intended to protect the facility also will serve
to protect accounts receivables. Smoking should be prohibited
throughout the facility or restricted to specifically designated areas.
Valuable Papers/Records
Records Protection - Many types of papers or records have a value
beyond their physical worth. Valuable papers and records can be
documents that are needed to operate the facility or items of historical
value. They are records that are usually written, and can include
customers’ and parts’ suppliers names and addresses, credit accounts,
books, auto body manuals, paint charts, drawings, technical data sheets
for body repair, contractual agreements, leasing agreements, repair
warranties, insurance documents, inspection and audit records,
documentation of body shop stock and values, deeds, and mortgages.
Money or securities are not included as valuable papers.
Valuable papers and records should be stored in a fire-resistive cabinet
or safe and backup copies stored off premises. Automatic sprinklers,
smoke detectors, or other fire protection systems that are intended to
protect the facility also will serve to protect valuable papers/records.
Smoking for both employees and customers should be restricted to
designated areas.
Business Interruption
Emergency Planning - Business interruption insurance would protect
against both a direct loss of income resulting from a fire or other natural
disasters temporarily closing the automobile body shop, and also the
extra expenses incurred for fixed costs and retaining key employees. The
location of the business will be vital to its continued operation. These
businesses depend on repeat customers who live within a 30-mile radius.
A lengthy business interruption could have a long-lasting impact on the
future of the business. An emergency preparedness plan should be in
place to respond to emergencies, such as fires or natural disasters. The
plan should be designed to limit potential damage so as to keep the
business operating or, in the event of a closing, to bring it back to
operation as soon as possible. Records of natural disasters in the area
should be obtained and analyzed. This analysis could help to determine
the emergencies that should be considered in the plan.
For additional information on emergency planning, see Natural Hazards
Reports NH-30-10, Emergency Response – An Overview; NH-30-11,
Emergency Response – Developing the Plan, NH-30-12, Emergency Response –
Example Plan; NH-30-14, Emergency Response – Recovery Operations; and
NH-30-15, Emergency Response – Protecting Vital Records.
Fire Protection - To limit business interruption losses from fire, the
facility should be designed and constructed to minimize the potential for
fire and, in case of a fire, to contain the fire to the area of origin.
Requirements for fire protection are provided in the Property - Fire
Exposure Controls section of this report.
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Electronic Data Processing Equipment and Media
Records Protection - EDP equipment and media include computer
hardware and software, specialized software, computer data, and storage
media, including discs and magnetic tapes. Telephone systems and fax and
copy machines can also be included. Most body shops will keep detailed
customer files on a computerized database for their records. Some body
shops may use specialized computer software and equipment to estimate
repair costs, and order replacement parts. The exposure to loss for
electronic data processing and computer media equipment can include:
fire, flood, smoke, extreme heat or other natural disasters; computer
fraud, errors and omissions; power outages and brownouts; lightninginduced electrical surges (e.g. spikes of electricity); and burglary and theft.
EDP equipment and media should not be located in basement locations
to limit damage from floods, and should be provided with surge
protection to protect against lightning-induced electrical surges. Backup
copies of specialized software should be stored in the appropriate record
protection equipment, or at an off-premises location. Backup copies of
critical data, such as medical and financial records, should be kept in offsite storage facilities. Computer files should be backed up daily.
Fire Protection - An automatic sprinkler system can help to minimize
losses from a fire. For more information on fire protection, see the
Property – Fire Exposure Controls section of this report.
Inventory - An inventory system should be established for all EDP
equipment and media. This will help to determine if theft is a problem
and whether or not security measures are affective.
Property in Transit
If the business is part of larger operation, or a franchise operation,
transportation of property between locations may be required. The mode
of transportation can be by flatbed or tow trucks or by commercial
vehicles. The property can be damaged in an accident or subject to theft
or hijacking.
A loss control evaluation of all aspects of the transportation cycle should
be considered. All equipment should be secured during transportation. Up
to date, information should be kept on the average and maximum value of
all materials and equipment transported or stored in vehicles. If
equipment and materials are stored in vehicles, the vehicles should be
protected with alarms and locks.
Signs and Awnings
Outdoor signs and awnings can be exposed to loss. Generally, outdoor
signs less than 12 feet (3.65 meters) above the sidewalk are not covered
under an inland marine policy. The types of signs exposed to losses
include neon, florescent, automatic or mechanical electrical signs, and
lamps. Signs can be of the freestanding type or on a raised pole.
Additional signs may be attached to the main building or to the roofing.
Signs and awnings should be designed to withstand expected weather
conditions and properly supported to prevent toppling. Signs should be
located with adequate setbacks from parking areas or roadways. In
locations where there is a potential for a sign being struck by vehicles, it
should be elevated or protected by safety barriers. Properly illuminating
signs will help to deter theft or vandalism. An inventory of all signs and
awnings should be maintained.
Workers’ Compensation
Exposure Controls
Management System
Establish Safe-Work Procedures - Management and workers should be
aware that the cost of accidents has a direct influence on the cost of
operating the business. Management can take many actions that will
directly impact the level of safety and subsequent accidents. First is a
positive, no-nonsense demand that workers use established safe-work
procedures. Management must insist on strict adherence to safety
protocols and the use of approved personal protective equipment (PPE).
Management also should lead by example and perform all tasks in a safe
manner.
Written Safety Program - The organization should have a written safety
program to help stress the seriousness of working safely and to help
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identify all the exposures that need to be addressed. Outlining the
expected safe work procedures will aid in on-the-job training and set a
foundation for unsupervised work. Management should provide initial
and continuous safety training.
Employee Training - All workers should have a clear understanding of
management’s attitude toward safety. They should have and use the
proper safety equipment and PPE for the task at hand. Workers should
be responsible for inspecting their PPE each day. Workers who have a
voice in the selection of PPE will generally be more receptive to its use.
Workers should not take shortcuts or guess at the proper method to
accomplish the task. Instead, workers should know they can count on
management to help them when difficult situations arise, and that they
will be rewarded for safe acts.
General Hazards
General Requirements - Procedures should be established to ensure
workers are trained on the safe use and operation of
machinery/equipment. Workers also should be trained on the safe use
of hydraulic vehicle lifts and jacks. In addition, procedures should be
established to ensure inspections and preventative maintenance is
performed on all machinery and equipment.
PPE, such as safety shoes, gloves, and safety glasses and goggles, should
be provided and used when operating equipment, such as bench
grinders, right angle grinders, welders, and other hazardous
tools/equipment. Workers should be advised not to wear loose-fitting
clothing or jewelry when operating equipment and machinery. Workers
with long hair should be advised to tie it back.
Lockout/tagout procedures should be established to prevent the
unintended startup of machinery/equipment during service and
maintenance operations.
Fan blades 7 feet (2.1336 m) or less from the floor should be guarded in
such a manner that no openings greater than ½ in (12.70 mm) exist.
Fixed machinery should be securely anchored to prevent movement.
Signs should be posted on storage lofts and second floors indicating
floor-load capacity. Hoists or cranes should be operated within their
rated load capacity and provided with hook safety latches.
Glass Safety - Workers should wear appropriate eye and skin protection
when handling glass. The edges of glass should be inspected for slivers
and rough or sharp edges before handling. Workers should not carry
glass under the arms or over the head. Glass should be held with palms
outward so that it can only fall away from workers in case of an accident.
Workers should be instructed to stay on the side with vacuum cups
when carrying glass. Vacuum cups should be kept clean and dry to
ensure proper gripping of the glass.
Battery Safety - Appropriate PPE, such as eye and face protection,
aprons, and gloves, should be worn when handling batteries. Workers
should be instructed not to smoke or have open flames or sparks near a
battery. When removing or installing a battery, workers should: (1)
follow the vehicle maker’s recommendations; (2) shut off all electrical
loads before disconnecting or reconnecting the terminals; (3) disconnect
and isolate the negative (ground) cable first, and reconnect the negative
cable last. Workers should ensure the charger is turned off before
connecting or disconnecting it to a battery. The markings on the battery,
not the position of the cables, should be used to determine the polarity
of the terminals.
Grinders - Bench and pedestal grinders should be provided with safety
guards to cover the spindle, nut, and flange projection. Adjustable
tongue guards on the top side of the grinder should be adjusted to
within ¼ inch (6.3500 mm) of the wheel, and work rests adjusted to
within 1/8 inch (3.1750 mm) of the wheel. Portable right angle grinders
should be provided with a safety guard.
Electrical - Grounding should be provided for all fixed equipment and
grounded conductors should be provided for all cord- and plugconnected equipment. Hand and portable power tools should be
provided with grounding or be double insulated, and extension cords
should be provided with grounding lugs and free from splices.
For additional information, see Occupational Safety Report OS-30-10,
Electrical Safety.
Jacks - Jacked motor vehicles should be provided with cribbing,
blocked, or otherwise secured. Support stands should be provided after
the vehicle has been raised with a hydraulic jack.
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Hand and Power Tools - Chisels, punches, and similar tools should be
maintained in safe operating condition without worn or mushroomed
heads. Wrenches should be maintained without worn or bent parts, and
hammers should be without broken or cracked handles. Pneumatic tools
should be checked to ensure they are securely fastened to the air hose to
prevent them from becoming disconnected. A short wire or positive
locking device attaching the air hose to the tool should be used as an
added safeguard.
For additional information, see Occupational Safety Report OS-55-28,
Hand and Power Tools Safety.
Compressed Air Equipment - Compressed air used for cleaning should
be reduced to 30 psi (207 kPa) when dead-ended. Safety-relief valve(s)
should be provided on the air compressor tanks and tested at regular
intervals to assure safe operating condition. The air tank drain valve
should be opened frequently to prevent excessive accumulation of liquid
and the pressure controller and gauge should be maintained in good
operating condition. Flexible cords or plugs on electric motor-driven
compressors should be periodically checked and replaced, if deteriorated.
Employees should be instructed to not use compressed air to blow dirt
from clothing or the body because it can enter the body through cuts or
openings and cause serious harm.
Service Bays - Service bays should be constructed of masonry, concrete,
or other noncombustible material and should be provided with a
minimum of two unobstructed means of egress to prevent trapping of
workers in case of an emergency. Housekeeping, such as storing materials
on shelves rather than in the aisle, should be maintained to ensure a safe
working environment. Emergency equipment, such as a fire extinguisher,
should be provided in the vicinity of the service bay.
Surface-Mounted and In-Ground Vehicle Lifts - Hoist controls should
be manually operated and not blocked into the open or shut position.
Only authorized and trained employees should be allowed to operate lifts.
Workers should be instructed to stand to one side of vehicles when
directing them into position over the lift. Vehicles should be prohibited
from being raised with passengers inside. Vehicle doors and hoods should
be closed before raising the vehicle. If a lift is equipped with a mechanical
locking device, it should be engaged when the lift is up. When a lift
malfunctions, it should be removed from service until repaired.
Malfunctioning can include: it jerks or jumps when raised; it slowly settles
down after being raised; it slowly raises when not in use; it rises slowly
when in use; it comes down very slowly; it blows oil out of the exhaust
line; or it leaks oil at the packing gland.
Tire Changing Equipment - A safety tire rack, cage, or equivalent
protection should be provided and used when inflating, mounting, or
dismounting tires installed on split rims, or rims equipped with locating
rims or similar devices. Tire cages should be provided and used when
repairing truck tires.
OSHA Standard 29.CFR 1910.177 Servicing Multi-Piece and Single Piece Rim
Wheels, provides safety requirements for the servicing of multi-piece and
single piece rim wheels used on large vehicles, such as trucks, tractors,
trailers, buses, and off-road machines.
Compressed Gas Welding - Compressed gas cylinders should be stored
away from radiators and other sources of heat. They should be stored
inside buildings, in a well-protected, well-ventilated, dry location that is at
least 20 feet (6.0960 m) from combustible materials, and located away
from elevators, stairs, and gangways. They should not be kept in
unventilated enclosures, such as lockers or cupboards. Cylinder caps
should be in place when cylinders are not in use. Stored oxygen cylinders
should be separated from stored fuel gas cylinders or combustible
materials (especially oil or grease) by a minimum distance of 20 feet
(6.0960 m) or by a noncombustible barrier at least 5 feet (1.5240 m) high
and having a one-half hour fire-resistance rating.
All cylinder valves should be closed when work is finished. Where a
special wrench is required, it should be left in position on the stem of the
valve while the cylinder is in use so that the fuel-gas flow can be quickly
turned off in case of emergency. In the case of manifold or coupled
cylinders, at least one such wrench should always be available for
immediate use.
All cylinders should be legibly marked to indicate contents. Cylinders
should not be permitted to stand alone without being secured with lashing
or chain to prevent toppling over. Acetylene should not be used at a
pressure in excess of 15 psi gauge (103 kPa), or 30 psi absolute (207 kPa).
Indoor storage of compressed gas should be limited to a total capacity of
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2,000 cubic feet (56.6335 m3) or 300 pounds (136.0800 kg) of liquefied
petroleum gas. Hoses should be maintained without leaks, burns, or
worn sections. All resistance welding equipment should be periodically
inspected by competent personnel.
Cutting and welding should not be permitted in the presence of
explosive atmospheres that may develop inside unclean or improperly
prepared tanks or equipment. Individual booths or non-combustible
screens should be provided to enclose the welder. Proper eye protection
should be provided for welders and adjacent workers, and respirators
should be required to be worn when welding or cutting in confined
spaces. Appropriate fire protection equipment should be readily
available.
Electrical Arc Welding - Employees should be instructed on the safe
use and operation of electrical arc welding equipment. If the welding
machine gets wet, it should be thoroughly dried and tested before use.
The atmosphere in the welding areas should be free of flammable gases,
liquids, and vapors. Coiled welding cable should be spread out and the
ground lead should be firmly attached to the work. Cables should be
inspected for damage and loss of insulation and repaired before use.
Ground and electrode cables should be joined together only with
connectors specifically designed for that purpose. Cables with splices
within 10 feet (3.0480 m) of the operator should not be used. Workers
should be instructed not to coil cables around their body.
Welding helmets or hand shields should be worn by the operator.
Persons close by should be required to wear eye protection. Shields,
such as fire-resistant curtains, should be used to protect nearby
personnel. Arc-welders should be required to wear clean, fire-resistant
gloves; clothing with collars, and sleeves should be buttoned. Proper eye
protection should be provided for welders and adjacent workers for
flash protection. Hot material should be marked with soapstone or in
some other way. Electrode holders not in use should be put in a safe
place (for example, away from conducting objects). Appropriate fire
protection equipment should be readily available.
Carbon Monoxide - Air monitoring should be performed to assure
carbon monoxide emissions from automotive exhaust and space heaters
do not exceed the OSHA permissible exposure limit (PEL) of 50 parts
per million (ppm) for an 8-hour time-weighted average (TWA). If the
OSHA PEL is exceeded, engineering controls (e.g., exhaust ventilation),
administrative controls (e.g., job rotation, medical monitoring, etc.),
and/or the use of PPE (e.g., respirators) should be implemented.
Vehicle exhaust fumes should be vented to the outside of the body
shop.
Noise - Noise monitoring should be conducted to assure noise levels
throughout the shop from use of pneumatic tools, hammers, grinders,
etc., do not exceed the OSHA PEL of 85 decibels for an 8-hour TWA.
If the OSHA PEL is exceeded, an OSHA Hearing Conservation
Program (e.g., annual audiometric testing, employee training, use of
hearing protection devices, etc.) should be established. Additionally, if
the noise PEL’S in Table G-16 of OSHA Standard 1910.95
Occupational Noise Exposure is exceeded, feasible engineering or
administrative controls should be implemented.
Dry and Wet Sanding - Workers are exposed to the inhalation of
airborne dusts, some of which contain toxic chemicals, when performing
dry sanding. To minimize dust exposure, workers should be provided
with and required to use vacuum sanders, downdraft or cross-draft prep
stations, and/or appropriate respirators. Because painters usually
perform wet sanding after spraying primer on a vehicle part, wash water
from wet sanding may contain trace amounts of organic chemicals from
the primers. Chemicals-resistant gloves and aprons should be worn
during wet sanding to minimize dermatitis.
Solvent Wiping - Workers are exposed to both skin absorption and
inhalation of hazardous and toxic chemicals when performing solvent
wiping. To minimize these exposures, workers should be provided with
and required to use safety solvents (or less hazardous and toxic
solvents), proper gloves, downdraft or cross-draft prep stations, and/or
appropriate respirators.
Mixing Paints - Workers are exposed to both skin absorption and
inhalation of hazardous and toxic chemicals when performing paint
mixing. To minimize these exposures, workers should be provided with
and required to use chemical-resistant gloves and paint suits. Local and
general exhaust ventilation, and appropriate respirators, should be
provided. Painters should be required to use non-hazardous cleaning
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agents to remove paints from their hands and arms, rather than solvents.
In addition, inhalation of solvent vapors can be minimized by requiring
workers to close all containers of painting materials immediately after
their use.
Paint Spraying - Workers are exposed to both skin absorption and
inhalation of hazardous and toxic chemicals when performing paint
spraying. High-volume, low-pressure (HVLP) spray guns should be
provided and used to spray primers, basecoats, and clear-coats. HVLP
spray guns are recommended since they have notably higher transfer
efficiency than conventional spray guns. This means that more paint is
placed on the vehicle rather than in the work environment, resulting in
reduced exposure to the worker. The transfer efficiency of HVLP guns,
and therefore the amounts of paint overspray generated, are highly
dependent on the gun settings that a painter selects (e.g., pressure in the
air feed line) and on the painter’s spraying technique. Paint spray
operators should be trained on the paint distributors and gun
manufacturers operating procedures to improve the transfer efficiencies
when using HVLP guns.
Paint spraying operations should be performed, when possible, in wellventilated spray booths. The continued effectiveness of spray booth
ventilation should be ensured through regular filter changes, cleaning, and
additional preventative maintenance. Some quantities of paint overspray
may linger in spray booths after spraying has been completed. To ensure
the removal all overspray from spray booths the ventilation system should
be run for several minutes after spraying has been completed.
The National Institute for Occupational Safety and Health (NIOSH)
recommends that painters use supplied-air respirators during all spraying
operations, even those performed in downdraft spray booths. Supplied-air
systems typically provide far superior respiratory protection to workers
than air-purifying respirators. These systems also eliminate concerns
regarding cartridge change-out procedures and, depending on the type of
facemask used, concerns that workers may not achieve face to face piece
seals. Workers should be provided with, and required to use, chemical
resistant gloves, paint suits, and head socks while spraying vehicles.
Spray Gun Cleaning -Workers are exposed to both skin absorption and
inhalation of hazardous and toxic chemicals when performing spray gun
cleaning. To minimize these exposures, workers should be required to
perform gun cleaning tasks in a well-ventilated area. Workers should be
provided with, and required to use, safety solvents or less hazardous and
toxic solvents. In addition, chemical resistant gloves, paint suits, and
appropriate respirators should be provided and used.
Strain Prevention
Prevention Program - Management should have a strain prevention
program that outlines the procedures for the safe use of equipment,
provides criteria for two-person lifts, and reinforces the need for storing
heavy objects at waist level.
Employee Training - Much of the success in preventing strain injuries
can be attributed to understanding the exposure. Workers can help to
prevent a back injury or strain by reducing bending and twisting, and
getting help with heavy loads. Manual materials handling equipment
should be sized for the task and the user. Additionally, management
should know which workers have back problems and ensure they are
lifting safely, such as by using a buddy system. Finally, the best prevention
technique to control strain injuries is recognition by the individual of the
hazard and then taking the appropriate action. There should be no stigma
attached with asking for help.
Hazardous Substances
Personal Protection Equipment - Occupational injuries and illnesses
can be caused by exposure to harmful substances or the environment.
Management should conduct a hazard assessment to determine what PPE
should be worn. PPE, such as hard hats, safety shoes, gloves, boots,
aprons, face shields, goggles, hearing protection, respirators, etc., may be
necessary to prevent worker injury. In addition, workers should be trained
on the proper selection, use, and maintenance of PPE.
For additional information, see Occupational Safety Report OS-70-02,
Personal Protective Equipment, and Report OS-70-11, Occupational Eye and Face
Protection.
OSHA Hazard Communication Program - A formal Occupational
Safety and Health Administration (OSHA) Hazard Communication
Program should be established to control the handling of hazardous
chemicals used by workers in garden centers. The program should include
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written procedures, hazardous materials inventory, MSDSs, worker
training, and container labeling.
For additional information, see Occupational Safety Report OS-20-12,
Hazard Communication.
Other Factors - Other factors that should be considered for protecting
workers from hazardous chemicals include: (1) provide spill clean-up kits
in accessible locations; (2) develop and implement written spill control
plans; (3) store chemicals in areas that are not subject to physical
damage; (4) do not store heavy loads on top of small, chemical-holding
containers; and (5) provide proper PPE for each chemical used.
Fall Prevention
Climbing - Workers need to be vigilant when climbing and descending
stairs, and while using ladders or step stools, to ensure they are free from
slippery conditions.
Walking Surface - When pulling or pushing carts or lifting equipment,
workers should analyze the path to the destination and take appropriate
actions. Conditions that could cause a fall should be corrected or bypassed.
Management should consider the following to reduce worker exposure
to falls: (1) require workers to wear shoes with a slip-resistant sole; (2)
have workers clean up liquid spills as quickly as possible; (3) coat
building steps with a non-slip material; (4) keep walkways and parking
areas clear and unobstructed from debris, snow and ice; (5) provide
adequate lighting indoors and outdoors, including on walkways and in
parking areas; and (6) inspect and properly maintain all portable ladders
and step-stools.
A standard safety railing should be provided for all open-sided floors or
platforms (e.g., storage lofts, balconies, etc.) 4 feet (1.2192 m) or more
above the adjacent floor or ground level. A toeboard also should be
provided with the safety railing wherever people walk beneath.
Permanent aisles should be appropriately marked to indicate access areas
Cooking Operations
Written Procedures – There are numerous methods to protect workers
in a cooking environment. Since these methods may differ by operation,
management should ensure the procedures they want followed are
clearly spelled out. Some of the preventive methods that may be used
include: (1) posting caution signs on hot counter surfaces below heat
lamps; (2) providing towels, dry cloths, mitts, or potholders to handle
hot utensils and appliances; (3) cleaning stoves and hoods on a regular
basis to prevent grease buildup; (4) keeping oven doors closed when not
being used; and (5) cleaning ovens, stoves, and other hot cooking
equipment only after they have cooled
Powered Industrial Trucks
Fumes - Carbon monoxide fumes emitted by powered industrial trucks
should be monitored and controlled; battery-powered industrial trucks
should be used whenever possible. If this is not feasible, propane- or
diesel-powered industrial trucks should be properly tuned-up or catalytic
converters added to reduce carbon monoxide emissions from internal
combustion engines. In addition, in closed environments, carbon
monoxide alarms should be installed and air quality testing should be
provided on a routine basis. Forklift operators exposed to diesel exhaust
in the work environment may also be at risk for health problems. The
composition of diesel exhaust varies depending on engine type,
operating conditions, lubricating oil, and whether an emissions control
system is present. Diesel exhaust can cause eye irritation and respiratory
problems, and has the potential to cause cancer. There is no OSHA
standard for diesel exhaust.
Employee Training - Only trained and authorized workers should be
allowed to operate powered industrial trucks, as required by the revised
OSHA Powered Industrial Truck Standard 29 CFR 1910.178. Training
should include classroom lecture, visual aids, and hands-on driving skills
evaluation, equipment-specific training, and documented with
certificates of completion.
Back-Up Controls - Back-up alarms should be installed on powered
industrial trucks to help prevent struck-by or caught-between injuries. In
noisy locations, flashing lights should be installed in place of alarms.
Trucks should be equipped with convex or panoramic rear-view mirrors
to provide operators the best view possible.
Operator Protection - Forklift trucks should be provided with an
overhead guard to protect the operator from falling materials. They
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should also be provided with a load backrest extension to support the
load being lifted.
Maintenance - Routine inspections and preventative maintenance should
be performed on all powered industrial trucks. Trucks found to be in need
of repair should be removed from service until restored to a safe
operating condition.
Battery Charging - Battery-charging areas should be provided with local
exhaust ventilation. Smoking should be prohibited in battery-charging
areas. Strong acids (such as sulfuric acid) are used in batteries. To prevent
injury, workers should wear protective clothing--such as rubber boots, a
rubber apron, chemical goggles, face shields, and rubber gloves--to guard
against chemical splashes and burns. When charging batteries, acid should
be poured into water; water should not be poured into acid. (this may
result in an explosion). Battery-charging and chemical-handling areas
should be provided with emergency eyewash facilities and safety showers
capable of providing at least a 15-minute flush of running water.
For additional information, see Occupational Safety Report OS-70-12,
Emergency Eyewash Facilities and Safety Showers
Additional information on powered industrial truck safety can be found at
the following OSHA Web site link: OSHA Powered Industrial Trucks.
Bloodborne Pathogens Protection
OSHA Bloodborne Pathogens Standard (29 CFR 1910.1030) – This
standard covers workers performing healthcare services who have a
reasonable anticipation of exposure to human blood or other potentially
infectious materials. The standard requires the development and
implementation of a bloodborne pathogens exposure control plan that
addresses the exposure by job classification and job tasks or procedures,
and recommends the use of universal precautions. For further
information on the OSHA standard, click on the following link:
Bloodborne Pathogens Standard.
Written Procedures - A written program should be established to
control worker exposure to bloodborne pathogens. The program should
include safe handling procedures, worker training, inspections, incident
reporting, hepatitis B vaccinations, and PPE and clothes. PPE that should
be made available to workers include: (1) disposable latex gloves (note: the
use of latex gloves has recently become associated with an outbreak of
allergic reactions, and substitutes should be provided where indicated); (2)
disposable facemasks, goggles, or face shields; (3) gowns or other
protective garments impervious to liquids; and (4) head and shoe covers.
Noise
General - In a bowling center with hard materials on the ceiling, walls,
and floor, almost all the sound that strikes the surfaces is reflected. The
sound level goes down as you move away from the source, but after a
certain point it decays very slowly and remains virtually unchanged. A
better sound environment can be obtained by covering the ceiling and
walls with sound-absorbing material.
A program should be implemented to evaluate and control workplace
noise levels in pin setting and ball return areas, and other areas where high
noise levels exist. If noise levels cannot be reduced by engineering
controls, PPE should provided for workers exposed to excessive noise
levels, as required by OSHA.
Workplace Violence
General - Nearly any business today is exposed to potential violence from
customers, visitors, and from other workers. A workplace violence
prevention program should be developed and implemented to address
these exposures. The key to protecting workers from assaults by
disgruntled customers (and strangers) in the workplace is to restrict access
by unauthorized individuals.
A clear and explicit policy that defines what unacceptable behavior by
workers is, advises workers that threats and intimidation will not be
tolerated under any circumstances, and spells out what disciplinary actions
will be taken by the employer for violations should be established. The
policy should provide for a grievance procedure for accused workers to
defend themselves. Reviewed by legal counsel, the policy should stress
both the company's commitments to a safe workplace and the need for
workers to respect each other regardless of age, gender, race, creed,
national origin, or position within the organization. The policy should be
communicated to all workers.
Recommendations - The first step in developing a workplace violence
prevention program is to assess how vulnerable the company is to
workplace violence and what preventative actions could be taken. Staff
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members who actually perform the tasks should participate in the
development and testing of the procedures designated to protect
employees. After developing the procedures and testing them, all
employees should receive initial and recurring training to include robbery
prevention training. Physical security should be made as complete as
facilities and operational issues will allow. Limit cash on site and use
"cash-control" safes. Put signs in windows to let robbers know about
the cash control program and add security devices, such as closed circuit
television systems and panic alarms.
COPYRIGHT ©2004, ISO Services Properties, Inc.
The information contained in this publication was obtained from
sources believed to be reliable. ISO Services Properties, Inc., its
companies and employees make no guarantee of results and assume no
liability in connection with either the information herein contained or
the safety suggestions herein made. Moreover, it cannot be assumed that
every acceptable safety procedure is contained herein or that abnormal
or unusual circumstances may not warrant or require further or
additional procedure.
Reprinted with permission by Golden Eagle Insurance™
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