A search of the OSHA website data and statistics page, searching fatalities using the keyword “ammonia” returns nine fatalities in the last decade. Of those nine fatalities, six are labeled “Task Not Regularly Assigned”. Although correlation is not causation, these statistics seem to imply that unfamiliarity with the job task at hand may be a contributing factor of unsafe conditions. A tried-and-true method of minimizing the potential of unintended consequences while performing unfamiliar tasks is the use of Standard Operating Procedures.
EPA QA/G-6 describes a Standard Operating Procedure as a set of written instructions that document a routine or repetitive activity followed by an organization. The document goes on to state that the development and use of SOPs are an integral part of a successful quality system as it provides individuals with the information to perform a job properly, and facilitates consistency in the quality and integrity of a product or end-result.
One should never attempt a job task dealing with a covered process without having been trained on the accepted SOP for said task. Operating Procedures aim to achieve efficiency, quality output and uniformity of performance, while reducing miscommunication and failure to comply with industry regulations (CFR 29 1910.119 App C).
Operating Procedures should be written in a simple, step-by-step format that is easily read. SOPs should be written in a straightforward and concise manner. Keep it simple and short. It is also a good idea to develop and follow a template for SOPs across the organization. When possible, break the information into a series of steps to avoid long lists.
There is more than one way to skin a cat, and the format of Operating Procedures can be widely varied, but in general should follow a logical easy-to-follow flow, a generalized format might be;
Title Page: The title page should contain the name of the procedure, an identification number or other means of identifying, date of issue and/or last revision, who the SOP applies to (who will be performing the SOP), and the names of the author(s).
Table of Contents: lengthy or complicated SOPs should contain a quick reference of the information contained in the SOP
Text: First briefly describe the process, and any regulatory information appropriate. Any specialized or uncommon terms should be defined. Describe any possible interferences, any equipment needed, any special qualifications needed to perform the procedure, and call attention to any safety considerations. Lastly, describe any and all inspections or testing required for that procedure. SOPs should be written in a style that is easily understood by someone with a general knowledge of the procedure, and the use of diagrams or flow charts can often make them easier to understand.
Occasionally other SOPs may be referenced in an SOP to be performed. When this is done, the following should be included with the SOP; Either attach a copy of the other SOP or reference where it can be easily located. If the referenced SOP is not to be followed exactly, the changes to the procedure should be listed in the section where the SOP is referenced. The best SOPs in the world are worthless if they aren’t used, followed, and periodically reviewed and revised. Additionally, one should never attempt to perform any SOP they have not been trained on.
