AGRICHEMICAL WAREHOUSING
STANDARDS ASSOCIATION
&
USER GUIDE
Company
Name:
_______________________________________
Auditor Name:
_______________________________________
Auditor
Telephone Number: _______________________________________
Audit Date:
_______________________________________
Supersedes Protocols
dated January, 2002
Effective January
1, 2006
AWSA Project Management Office
189 Queen Street East, Suite 1
Toll Free: 1-877-236-AWSA (2972) Fax: 416-968-6818 E-Mail: mail@awsacanada.com
www.awsacanada.com
|
CropLife
Canada 21 Four Seasons
Place, Suite 627 Etobicoke, Ontario M9B 6J8
Tel: 416-622-9771 Fax: 416-622-6764 E-Mail: davreuxc@croplife.ca
www.croplife.ca |
DISCLAIMER
The
Warehousing Audit Protocols and User Guide which follow are intended to be used
by the Agrichemical Warehousing Standards Association (AWSA) for the purpose of
issuance of a Certificate of Compliance. Neither the AWSA or CropLife Canada,
its employees, members or agents have made or hereby purport to make any representations,
warranties, or covenants with resp ect to the specifications or information contained in these
protocols or the results generated by their use, nor will they be liable for any
damage, loss or claims, including those of an incidental or consequential nature,
arising out of these protocols. These protocols are not in any way intended to
supersede or detract from any requirements contained in municipal, provincial
or federal by-laws, regulations or legislation.
CONTENTS
Disclaimer......................................................................................................................
2
Table of Contents..........................................................................................................
3
PrefaceÑObjective........................................................................................................
4
Re-audit Cycle...............................................................................................................
5
Compliance and Enforcement Process...........................................................................
6
Auditing Process............................................................................................................
8
Letter to Owner/Manager..............................................................................................
9
Section A ¥ Siting and Exterior Requirements............................................................
10
Section B ¥ Warehouse Structural..............................................................................
14
Section C ¥ Warehouse Operations............................................................................
25
Section D ¥ Training...................................................................................................
36
Section E ¥ Documentation........................................................................................
40
Section F ¥ Employee Knowledge..............................................................................
47
Section G ¥ Emergency Response..............................................................................
51
Section H ¥ Bulk Storage............................................................................................
56
Section I ¥ Insurance...................................................................................................
60
Glossary of Terms.......................................................................................................
61
Appendices:
ÒAÓ Table 3.2.7.6 NFC 1995......................................................................................
63
ÒBÓ Table 4.2.7.5.A NFC 1995...................................................................................
64
ÒCÓ Table 4.2.7.5.B NFC 1995...................................................................................
65
ÒDÓ Table 3.2.7.1 NFC 1995......................................................................................
66
ÒEÓ Calculation for Bulk Storage Tanks......................................................................
67
ÒFÓ Technical Bulletins...............................................................................................
68
ÒGÓ Confirmation of Insurance Coverage Form........................................................
118
Preface
The objective of the audit protocol is to assist
agrichemical warehouse owners and operators in the continuous improvement of managing
the risks associated with the operation of agrichemical warehousing.
The auditing process provides a numerical value
that will measure the facilityÕs performance against the standards.
The audit is designed to establish factual information
and observations. Subjective evaluation is limited.
A successful audit will allow for continued utilization
of the facility as a warehouse for agrichemical products in Canada.
The purpose of this audit protocol is to provide
the auditor with a step-by-step guide in collecting evidence about a facilityÕs
programs and practices that have been included within the scope of the audit.
The audit is a systematic comparison of warehouse operations against established
standards.
This
Warehouse Audit Protocol and User Guide, when completed, should be retained by
the warehouse facility for future reference.
Re-audit Process & Cycle
AWSA Warehousing Standards Certification Program
An ongoing auditing and re-audit process assures
the entire distribution chain that agrichemicals are being stored on a continuous
basis in facilities that meet the requirements agreed upon by the industry. Auditing
and re-auditing is therefore vital to the process.
á
If a facility chooses
to advance its re-audit date to an earlier year, the re-audit cycle will correspond
to the new re-audit date. For example:
o
If a facility was
first audited on May 1, 1996, it is due for a re-audit any time during the calendar
year 1998, with a deadline of December 31, 1998. If the facility chooses to have
a re-audit completed in an earlier year, for example on June 15, 1997, then the
next re-audit will be due prior to December 31, 1999.
¥ The
timing of the audit will be at the discretion of each warehouse operator or company
owner, provided that the facility is re-audited within the specified two year
time frame.
¥ It
is up to the facilityÕs management to co-ordinate the audit/re-audit.
¥ The
selection of the auditor remains at the discretion of the warehouse operator.
A current listing of all auditors can be found on the AWSA Website at www.awsacanada.com.
¥ For
sites that fail to have their facilities successfully re-audited within the required
time frame, all manufacturing and distributing members will be notified and all
shipments of agrichemical will be suspended. Once a lapsed facility has been successfully
re-audited, all manufacturers will be notified and the suspension of shipments
will be removed.
Please note, that for
facilities that lapse certification, the original re-audit cycle will remain.
For example:
á
If a facility was
first audited on May 1, 1995, its re-audit is due by each successive second year
i.e. 1997, 1999, 2001 etc. If the facility lapses certification in 1997 and then
has a re-audit completed on February 1, 1998 - their next re-audit is required
by December 31, 1999. By reverting the delinquent facility back to its original
re-audit cycle, any advantage for allowing certification to lapse is removed.
References:
See policy on lapsed facilities
Ð Warehousing Standards Bulletin #24.
For the re-audit cycle for multiple warehouses
on the same site, please refer to Warehousing Standards Bulletin #23.
AWSA
Compliance and Enforcement Process
1.
Complainant notifies AWSA
Written
or faxed complaint are to be sent to AWSA c/o Project Manager at fax 416-968-6818),
e- mail@awsacanada.com. The complainant
is to outline details of the alleged infraction. AWSA Project Manager will respect
the confidentiality of the complainant.
2.
Qualification Process:
¤
AWSA to send auditor to site to check
all details.
¤
Complaint is verified within three
working days.
¤
Project Manager makes final recommendation
to AWSA management.
¤
AWSA to notify complainant on or before
the fourth working day as to status.
3.
Resolution Process:
First
Offence
¤
Warehouse has three working days to
undertake and complete corrective action.
¤
Warehouse operator to confirm issue corrected
in writing.
¤
Infraction record remains on file
for two years from date of infraction.
- If situation is not corrected within three working days,
certification is withdrawn and manufacturers/distributors are notified. A complete
reaudit is required at the warehouse operatorsÕ expense. Recertification is issued
following a successful audit. Infraction record remains on file for two years
from date of infraction.
¤
AWSA has option for second auditor
visit to confirm compliance.
¤
Unannounced audits will be performed
at AWSAÕs expense the following year.
Second Offence
Second offense (same warehouse, same violation,
within a two-year period (730 days) from first offence).
¤
Warehouse has three working days to
undertake and complete corrective action.
¤
Warehouse operator to confirm issue corrected
in writing.
¤
Infraction record remains on file
for two years from date of second infraction.
¤
If situation is not corrected within
three working days, certification is withdrawn and manufacturers/distributors
are notified. A complete reaudit is required at the warehouse operatorsÕ expense.
Recertification is issued following a successful audit. Infraction record remains
on file for two years from date of second infraction.
¤
All manufacturers & distributors
advised of second offence.
¤
AWSA has option for second auditor
visit to confirm compliance. Follow up visits will be unannounced.
¤
Unannounced audits will be performed
at AWSAÕs expense the following years.
Third Offence
Third
Offence (same warehouse, same violation, within a two-year period (730 days) from
second offence).
¤
Certification immediately withdrawn
for 365 days, no three-day grace period. Manufacturers immediately notified that
warehouse is ineligible for receipt for agrichemical products. Following 365 days,
a complete reaudit is required at the warehouse operatorsÕ expense. Recertification
issued following a successful audit.
Example:
1.
Warehouse has verified complaint on
May 1, 2002 (but rectified within three working days).
2.
1st infraction on file until
April 30, 2004.
3.
2nd infraction committed
(same issue) on May 1, 2003 (but rectified in three working days). Warehouse now
in 2nd infraction status which is on file for two years from date of
second infraction (until April 30, 2005).
4.
If warehouse has 3rd infraction
(same issue), between May 2003 and April 30, 2005, certification is withdrawn
for a 365 day period and all manufacturers/distributors are notified.
AUDIT PROCESS
The audit of your warehouse will involve
five distinct, interrelated basic steps as follows:
1.
Understanding Internal Management Systems and Procedures
The
various management systems, procedures, and standard practices that have been
established to assist in achieving the desired performance of warehouse operations
will be reviewed with the owner/manager/operator.
2.
Gathering Audit Evidence
The auditor will gather information that
supports the audit score given to each protocol.
3.
Evaluating Audit Findings and Exceptions
The auditor will assimilate all audit data
and observations into a coherent, complete finding, providing assurance that the
audit objectives are being met.
4.
Reporting Audit Findings and Exceptions to Site Management
Deficiencies will be reported by the auditor
when identified, and will be formally reviewed with management during the exit
meeting and summarized on the completed audit report.
5.
Submission of successfully completed
audits to AWSA Management
The
auditor submits the audit tabulation forms and confirmation of insurance coverage
to AWSA for review. Once successful completion of audit is verified AWSA will
issue site certification.
Audit Tabulation
Compliance
of all mandatory items is required for certification.
The site must also obtain 80% of the scoring
points for certification for each of the nine categories (A to H). When specific
audit protocols are not applicable to the site, full points will be given with
an N/A (Not Applicable) designation. In such cases indicate N/A with point value
(i.e. N/A 20). The audit protocols are designed to produce a "yes" or
"no" answer and partial scores are not allowed.
TO: The Owner / Manager of a Agrichemical Warehouse
To assist the auditor in conducting an
effective and efficient audit of your agrichemical warehouse, the following are
suggestions that will save time prior to and during the day of the audit.
Prior to the Audit:
1 Ensure that you, the
Owner / Manager, and the people involved in storing and handling agrichemical
have read the audit protocol and understand the objective of the audit.
2 Have your warehouse supervisor/operator
conduct a self audit using this audit protocol prior to the third party audit
to ensure that all areas meet standards.
3 Consider a third party
pre-audit by one of the trained certified auditors if this is a first time audit.
4 Advise the employees
when the actual audit will be conducted in advance of the audit.
Day
of Audit:
1 Ensure that you, the
Owner / Manager, will have time to discuss the audit process and the results.
2 Allocate the time for
you/warehouse personnel to accompany the auditor.
3 Allocate a location for
the auditor to examine documents and prepare the report.
4 Encourage all employees
handling agrichemicals to communicate with the auditor in a candid manner.
5 Ensure that relevant
documentation is readily available for review by the auditor, i.e. operating procedures,
check lists, ER plan, plot plan, training files, containment calculations and
drawings, ventilation calculations, etc.
6 The auditor will want
to see some activity at the warehouse, i.e. shipping, receiving, to verify the
written operating procedures.
Billing
Each company/location will be invoiced for the audit directly by the auditor.
A. SITING AND EXTERIOR REQUIREMENTS
Auditors will examine a combination of documentation and physical attributes of the facility, considering its location, external design and construction, and exterior signage.
A storage warehouse
will fall into only one of the following categories - A1 or A2
| NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| A1 |
All storage facilities built & certified
after Dec. 31/98 are at least 50 metres from zoned residential property lot lines,
hospitals, schools, shopping centres, restaurants, processing facilities for feed
or food (not storage) and other buildings with high occupancy. Observations:
|
Mandatory |
|
|
|
OR |
|
|
| A2 |
Sites certified prior to Jan.
1/99 are considered grandfathered with respect to the 50 metre buffer zone. For
all facilities which have undergone renovations or new construction since the
last audit and are closer than 50 metres to zoned residential property lot lines,
hospitals, schools, shopping centres, restaurants or other buildings with high
occupancy and processing facilities for feed or food, each facility will require
a new site evaluation, in cooperation with authorities (Fire Chief or planning
authority or M.O.E.) The authorities are in agreement to continue operations knowing
the risks involved and documentation was provided. Observations:
|
Mandatory |
|
A1 Upon examination of a site plan and/or zoning documents
and/or through physical examination (professional judgment), it is apparent that
the warehouse is greater than 50 metres from zoned residential property lot lines,
and from actual buildings such as hospitals, schools, prisons, shopping centres
or other high-density occupancies, and food or feed processing operations.
If both the site plan and/or zoning documents
and/or through physical examination meet the specified requirements the Auditor
will score Mandatory acceptance under Protocol A1.
OR
A2 Sites that were previously
certified will pass this protocol. For facilities that have undergone renovations,
or expansion since the last audit, the auditor will review documentation indicating
that local officials have agreed to continue operations. Reference Warehousing
Standards Bulletin #9 & #11 in appendix F.
Note: If for any reason
the site certification has lapsed for a period exceeding twelve consecutive months,
the site will lose its grandfathered status, and Protocol A1 will apply.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| A3 |
This storage facility
has free access of 10 metres to at least two sides for fire fighting access. Observations:
|
Mandatory |
|
A3 A site examination shall verify clear access of 10 metres or more to 2 sides of the building (or written approval/acceptance by the local Fire Chief for <10 metre clearance) will score Mandatory acceptance. Active rail sidings within 10 metres of the storage facility cannot be considered as free access.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| A4 |
Management has installed at the warehouse facility external lighting for all exterior sides of the warehouse. Observations:
|
10
|
|
A4 The auditor will observe and score 10 points for external lighting. Lighting must be positioned to allow viewing of exterior sides. Lights may be remotely mounted. Yard lights and/or streetlights are acceptable provided that all sides of the warehouse are lit.
If the structure is a multi-purpose building, external lighting must be around the entire building housing the chemical storage area. If this is not easily accomplished, as the facility is part of a larger complex not owned by the warehouse management, the auditor will ask for a copy of a letter to the owner of the building requesting additional lighting to be installed.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| A5 |
The parking lots for
company employees, customers and visitors do not obstruct passage for fire and
emergency vehicles. Observations:
|
10 |
|
A5 During the site examination the auditor will determine that the parking lot will not obstruct passage of fire and emergency vehicles. (See also Protocol A3).
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| A6 |
All man door entrances
to the storage facility have legible pesticide warning signs, clearly identifying
that agrichemicals are stored within the premises and that only authorized persons
are entitled to enter. Observations:
|
10 |
|
A6 The Auditor will observe warning signs indicating the presence of agrichemicals are affixed on or near all man door used to enter the warehouse storage area/room of the building. If rollup doors are the primary access points, warning signage is required.
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| A7 |
The warehouse has an
external sign posted which identifies:
a) name of the company and the phone numbers of the person or persons in charge of the facility and/or the emergency phone numbers that will initiate the E/R plan. b) the location of a public off-site telephone Observations:
|
20
10
|
|
A7
The Auditor will examine
the site for posting of a sign, legible from the primary entrance to the property,
that indicates the owner or operator of the site and/or emergency phone numbers
that will initiate the site E/R plan. The signs shall be of a permanent, weatherproof
construction.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| A8
|
Signs were clearly posted
indicating:
a) emergency exits and exit routes within the warehouse b) emergency supply cabinet c) fire extinguishers d) eyewash stations e) fire lanes around the warehouse
Observations:
|
10 10 10 10 10
|
|
A8 Within the storage facility/site,
the Auditor will use professional judgment and observation to determine the need
for and application of signs for:
Emergency Exits
Emergency Supply Storage
Fire Extinguishers Eyewash Stations
Fire Lanes
Either these items are clearly visible (and labeled if not immediately identifiable) or adequate signs indicating their location are posted.
|
A. SITING
& EXTERIOR REQUIREMENTS |
Full Compliance Score |
Actual Score |
|
|||
|
SCORED ITEMS There
are two mandatory protocols in this section. |
110
|
|
|||
B. WAREHOUSE STRUCTURE AND EQUIPMENT
Auditors will examine physical attributes of the structure and equipment used/installed in its operations. Using professional judgment and the National Building, Fire and Electrical Codes (except where provincial codes exist) and the Protocol, Auditor's will determine application and compliance.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B1 |
Exterior walls are constructed
to provide a minimum 1 hour fire resistance rating or are of non-combustible construction.
All construction after
December 31, 1996, with interior walls separating chemical storage area from other
occupancies require a minimum 2 hour fire resistant rating after December 31,
1996 Observations:
|
Mandatory |
|
B1 The warehouse operator must determine whether the entire building, or separate storage area within the building, is to be considered a fire compartment. If the fire compartment is a separate storage area (room) within a larger building, then the interior walls of the fire compartment must have a minimum 2 hour rating. Gable ends, which are part of a load-bearing wall, are considered to be part of the wall and must be fire rated unless the ceiling is fire rated.
The Auditor will observe that all
exterior walls of the storage area structure are built of non-combustible
materials (steel, concrete, cinder block, fiberglass, etc.)
OR
The Auditor will observe that all exterior walls of the storage area are constructed with combustible construction materials and are protected by a 1 hour fire resistance rating constructed in accordance with National Building Code Standards. Exterior doors and windows do not require fire resistance ratings for the AWSA Standards unless they are mandated under the National Building Code spatial separation requirements. [Reference Warehousing Standards Bulletin #4 and #21 in Appendix F.]
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B2 |
Interior fire compartment
separation wall openings are provided with self-closing doors and if applicable,
fire dampers having fire resistance rating of 1.5 hours, including the frames. Observations:
|
Mandatory |
|
B2 Openings in interior fire compartment separation walls are provided with self-closing doors and frames/fire dampers having a minimum 1.5 hour rating for construction after December 31, 1996. The Auditor will observe the ratings as listed on the doors frames and fire dampers. Rollup fire doors require fuseable links/activation devices on both sides of the opening.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B3 |
For structures certified
prior to December 31, 1996, the lunchroom, washrooms, cleanup facility and offices
are in a separate building from the storage facility or separated by a minimum
1 hour fire rated separation wall (both sides) and be constructed in accordance
with NBC Standards. Observations:
|
10 |
|
B3 The Auditor will observe that either staff facilities including lunchrooms and washrooms, and offices or mercantile areas are in a building separated from the storage building or there is a minimum 1 hour fire resistance rated wall separating the two types of occupancies. Note: National Fire Code Standards may require higher ratings. Internal shipping and receiving area/room is exempt, provided it is not a permanent office.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B4 |
For structures certified
prior to December 31, 1996, the self-closing door and frames in the fire separation
wall between the storage area and the mercantile area has a minimum fire resistance
rating of 45 minutes. Observations:
|
10 |
|
B4 The Auditor will observe that all self closing doors including their frames in required internal fire separation walls have a rating label indicating a minimum 45 minute fire resistance rating where 1 hour walls are required. Note: NFC standards may require higher ratings.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B5 |
The lunchroom, washrooms,
cleanup facility and office if connected to the storage area are designed to provide
a ventilation system to reduce odours and ensure a healthy workplace. Observations:
|
10 |
|
B5 Staff and office mercantile facilities as listed in B3, if connected to the storage facility, must have ventilation that does not draw air or create negative pressure allowing air from the storage area into the staff or office/mercantile occupancies. The Auditor will confirm this by examining the ventilation/heating systems. Internal shipping and receiving area/room is exempt.
Score this facility
on B6 or B7, ONLY ONE IS APPLICABLE.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B6 |
The maintenance shop
is not located within the storage building. Observations:
|
30 |
|
|
|
OR
|
|
|
| B7 |
If the maintenance shop
is located adjacent to the storage area and has common walls constructed prior
to December 31, 1996, the separation walls must have a minimum 1 hour fire resistance
rating, ventilation system and a minimum 45 minutes fire resistance rated closure
to the interior of the building and a means of egress other than to the interior
of the certified storage area.
If constructed/certified after December 31, 1996, the fire separation wall is to be rated at 2 hours, with 1.5 hour closures and frames. Observations:
|
30 |
|
B6 The Auditor will observe that the maintenance shop is not located within the same building as the storage area. There is a physical separation between the two structures.
OR
B7 The
maintenance shop is located within the same building adjacent to the storage area.
The Auditor will verify the rating from applied door/frame labels.
The maintenance shop ventilation system does not draw or allow air to migrate
from the storage area. The Auditor will observe at least one alternate exit from the maintenance shop
that does not enter the storage area.
Note: No ventilation in adjacent shop area is acceptable.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B8 |
Inclines for forklift
truck or pallet jack travel do not exceed 10 degrees. Observations:
|
10 |
|
B8 The Auditor will observe that any ramps/inclines
used for forklift or pallet jack travel do not exceed 100. (10 cm rise = 61 cm run or greater.)
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B9 |
Wheel chocks or dock
locks are provided for the trucks/trailers during loading/unloading when forklifts
or other motorized equipment enters the truck/trailer. Observations:
|
20 |
|
B9 The auditor will observe the availability of wheel chocks or mechanical dock lock devices to secure trucks/trailers during loading/unloading operations. The auditor will examine the loading/unloading standard operating procedure and/or confirm with appropriate staff that there is sufficient equipment available and that these devices are in fact used. Note: Not applicable if forklifts or other equipment do not enter the truck/trailer.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B10 |
Lighting is provided
for the interior of vans during loading/unloading if motorized material
handling equipment is used. Observations:
|
10 |
|
B10 The auditor will observe that a means of providing light for the interior of trailer or truck vans is available. Lighting can be provided by working headlights on forklifts, swing arm or extendible lights mounted at overhead doors, or portable lights that can be safely mounted inside the truck/trailer.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B11 |
Dock levelers or plates
are well maintained and in good working order. Observations:
|
10 |
|
B11 The auditor will observe that dock levelers are in good working condition, with no breaks or cracks in the steel plate, all anchoring pins are intact. Dock plate retaining tabs must be intact, with no cracks in the steel plate or supporting structure.
|
NO. |
PROTOCOL |
Full Compliance Score |
Actual Score |
| B12 |
Windows that have been
installed in interior walls/doors required to have a fire resistance rating are
wired glass and are not less than 6 mm thick, mounted in fixed steel frames. Observations:
|
10 |
|
B12 The Auditor will observe that all windows which have been installed in interior walls and doors requiring a fire resistance rating are wire reinforced and not less than 6mm thick set in steel frames or are protected by a rated covering with fusible links.
|
NO. |
PROTOCOL |
Full Compliance Score |
|