5 Safety Regulations You Need to Know

Why you must inspect equipment and keep digital records

As an Equipment Manager, you are legally required to inspect any equipment that could pose a risk to health and safety. A robust risk assessment determines the frequency of these inspections, but the law is clear: inspections must be recorded and evidenced.

In a modern regulatory environment, paper logs and spreadsheets are increasingly seen as "high risk" by auditors. A management system like Papertrail allows you to complete inspections in a professional, efficient, and systematic way, ensuring you are always "audit-ready."

5 Essential UK Safety Regulations You Need to Know

Why you must inspect equipment and keep digital records

As an Equipment Manager, you are legally required to inspect any equipment that could pose a risk to health and safety. A robust risk assessment determines the frequency of these inspections, but the law is clear: inspections must be recorded and evidenced.

In a modern regulatory environment, paper logs and spreadsheets are increasingly seen as "high risk" by auditors. A management system like Papertrail allows you to complete inspections in a professional, efficient, and systematic way—ensuring you are always "audit-ready."

The 5 Regulations Every Business Must Follow

There are five primary pieces of legislation governing safety equipment in the UK. Failure to comply can lead to heavy fines, legal action, and, most importantly, workplace injuries.

1. The Health and Safety at Work Act 1974
2. The Personal Protective Equipment At Work Regulations 1992
3. PUWER
4. LOLER (if you’re using lifting equipment)
5. WAHR (if you’re working at height)

1. The Health and Safety at Work Act 1974 (HASAWA)

The "umbrella" legislation for all UK workplace safety. The Health and Safety at Work Act 1974 defines the general responsibilities of employers, employees, and managers.

• The Bottom Line: You have a "Duty of Care" to provide a safe working environment. If equipment fails and you cannot prove it was maintained, you are in breach of this Act.

2. The Personal Protective Equipment at Work Regulations 1992 (Updated 2022)

CRITICAL UPDATE: As of 6 April 2022 The Personal Protective Equipment At Work Regulations 1992 i, the duties were extended. Employers must now provide PPE and maintenance records for "Limb (b) workers" (contractors and casual workers), not just direct employees.

• How Papertrail Helps: Managing PPE for a shifting workforce is complex. Papertrail’s mobile app allows you to assign gear to specific workers (including contractors) and track its lifecycle instantly.

3. Provision and Use of Work Equipment Regulations 1998 (PUWER)

PUWER requires that equipment provided for use at work is suitable for the intended use, safe for use, and maintained in a safe condition.

• The Requirement: Equipment must be inspected by a "competent person," and a record of the last inspection must be kept until the next one.

4. Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)

If your business involves lifting, whether it’s cranes, shackles, or harnesses, LOLER applies.

• The Requirement: Lifting equipment must be "thoroughly examined" every 6 or 12 months (depending on the gear).
• The Papertrail Advantage: Never miss a LOLER deadline again. Papertrail sends automated email alerts before an inspection is due, moving you from reactive to proactive maintenance.

5. The Work at Height Regulations 2005 (WAHR)

Falls from height remain the leading cause of workplace fatalities in the UK. The Work at Height Regulations require all equipment used for work at height (ladders, PPE, scaffolding) to be inspected regularly.

• Digital Evidence: Use Papertrail to attach photo evidence to your inspection records. If a harness is retired due to wear, you have a photo record of why, protecting the business from liability.

Are you complying with these regulations?

Papertrail helps businesses stay 100% compliant while slashing the time spent on admin. Instead of hunting through filing cabinets, you can search thousands of records in seconds.

Key Features for Equipment Managers:

• Bulk Inspections: Inspect dozens of items (like carabiners or helmets) and update their records simultaneously.
• RFID & Barcode Integration: Scan equipment in the field to pull up its entire history instantly on your phone.
• Audit-Proof Reports: Generate a full compliance report for your directors or HSE inspectors with one click.

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