Chapter 4: Manage Safety of Organization's Materials

Managing the safety of an organization's materials is a critical function within procurement management, particularly in Kenya where supply chains often face challenges such as theft, poor storage conditions, and regulatory compliance issues. Effective safety management ensures that materials are protected from damage, loss, and contamination, thereby maintaining their quality and availability for organizational needs. This chapter focuses on the principles and practices essential for safeguarding materials in storage environments and developing comprehensive materials safety policies tailored to procurement professionals.

4.1 Stores safety

Stores safety is the set of measures that protect people and materials from harm while goods are received, stored, moved and issued. A store is a place of heavy loads, moving vehicles, stacked goods, chemicals and fire risk, and accidents there injure workers and destroy stock. Safe practice is therefore part of the storekeeper's and the procurement manager's job and not an extra. Example: a building materials store that keeps cement off the floor, stacks it to a safe height, gives workers gloves and boots and keeps the aisles clear has fewer injuries and less spoiled stock than one that does not.

4.1.1 Stores safety measures

Stores safety measures are the standing arrangements that make a store safe to work in and safe for the goods. They are planned into the building, the layout and the daily routine, and they are checked regularly.

• Layout and housekeeping: aisles are wide enough for the handling equipment and are kept clear, floors are clean and dry, and spills are cleared at once.
• Safe storage and stacking: heavy items go on the lower shelves, goods are stacked within the height and weight limits of the shelving and the floor, and stacks are stable.
• Segregation of hazardous materials: fuels, paints, chemicals and gas cylinders are kept in marked, ventilated places away from other goods and from ignition sources.
• Personal protective equipment: gloves, safety shoes, helmets, dust masks and eye protection are issued and worn according to the task.
• Safe handling equipment: forklifts, trucks and hoists are operated only by trained people and are checked before use.
• Fire safety: extinguishers, smoke detectors and marked exits are provided, and staff know how to use them.
• Environmental control: suitable temperature and humidity, protection from damp and pests, ventilation, shelving that allows air to circulate and good lighting keep materials in good condition and the air safe to breathe.
• Signs and labels: warning signs, hazard labels and capacity notices tell people what to do and what to avoid.
• First aid and emergency plans: a first aid kit, trained first aiders and written emergency procedures are provided.

• Security and surveillance: controlled entry and cameras protect people and goods, and they are covered in full in Measures to ensure security of stores.

• Training and supervision: staff are trained on the safety rules, and supervisors check that the rules are followed.

4.1.2 Causes of accidents in the store

Accidents in a store seldom happen by chance. They usually have a cause that could have been seen and removed, and knowing the common causes helps the store to prevent them. The causes fall into three groups.

Unsafe conditions

• Cluttered or blocked aisles: goods left in walkways cause trips and prevent escape in an emergency.
• Poor stacking: unstable or overloaded stacks and shelves collapse onto people.
• Wet or oily floors: spilt liquid and oil cause slips and falls.
• Poor lighting: dark corners hide hazards and make mistakes more likely.
• Faulty equipment: damaged ladders, trucks, hoists and racks fail under load.
• Incompatible materials stored together: chemicals that react or flammables near ignition sources cause fires and exposure.

Unsafe acts

• Wrong lifting: lifting heavy loads with a bent back causes injury.
• Not wearing protective equipment: workers who skip gloves, shoes or masks are exposed to cuts, crushing and dust.
• Unauthorised operation of equipment: untrained people driving forklifts or climbing racks cause serious accidents.
• Overloading and speed: carrying too much or driving too fast with a truck leads to loss of control.
• Horseplay and carelessness: lack of attention causes preventable injuries.

Management failures

• No training or supervision: workers do not know the safe method, and no one corrects them.
• Poor maintenance: equipment and buildings are not checked and repaired.
• No safety rules or enforcement: rules are missing, unclear or ignored.
• Poor emergency preparation: missing extinguishers, blocked exits and no drills raise the damage when an incident occurs.

4.1.3 Mitigation measures to avoid accidents

Mitigation measures are the actions that remove the causes of accidents named in Causes of accidents in the store, or reduce their effect. The standing arrangements of a safe store are described in Stores safety measures, so the actions below answer each group of causes and are checked in routine inspections.

• Against unsafe conditions: regular safety inspections look for blocked aisles, damaged racks and worn equipment, and faults are corrected at once; handling equipment, racking and fire equipment are serviced on a schedule; spill kits are kept ready and staff know how to contain and clean up a spill.
• Against unsafe acts: staff are taught safe lifting, which means bending the knees, keeping the back straight and using mechanical aids for heavy loads; stacking limits are set and posted, and stacks are checked for stability; supervisors enforce the use of protective equipment.
• Against management failures: staff are trained and practise fire and evacuation drills; supervisors check that the safety rules are followed; every accident and near miss is reported and investigated, so that the cause is removed.
• Preparation for emergencies: a written plan for fire, flood and theft, clear exits and backup power for essential controls limit the damage when an incident happens.

Chapter Summary

This chapter explored the critical aspects of managing the safety of an organization's materials, starting with the importance of maintaining stores safety. It examined various safety measures necessary in stores to protect materials and personnel, along with common causes of accidents that can occur within storage areas. Strategies to mitigate these accidents were discussed to ensure a safe working environment. The chapter then defined materials safety policy, highlighting its role in providing clear guidelines for handling and protecting materials. The significance of having a comprehensive safety policy was emphasized, alongside the key components that such a policy should include. Finally, the chapter addressed the materials safety code, explaining its purpose in setting standards for safe material management and detailing the essential elements that constitute an effective safety code. Together, these topics provide a thorough understanding of how to safeguard organizational materials through structured policies and practical safety measures.