Cleaning Local Exhaust Ventilation (LEV) fans is crucial for maintaining safe air quality and ensuring compliance with occupational safety standards. However, this task comes with its own set of hazards. Performing a proper risk assessment before beginning any cleaning activity helps protect workers, improve efficiency, and avoid costly regulatory breaches. In this guide, we’ll walk you through a detailed, step-by-step process for conducting a risk assessment specifically for LEV fan cleaning.
Risk Assessment for Cleaning of LEV Fans – Step-by-Step-Step Approach
1. Understand the Scope of the Task
Before conducting a risk assessment, you must clearly define the scope of the LEV fan cleaning task. This includes understanding where the fans are located, the type of contaminants they collect, the structure of the ventilation system, and the access method required. LEV systems are used in a variety of industries — from woodworking and welding to chemical manufacturing — and each environment poses different risks.
Start by identifying the exact fans to be cleaned and the operational environment around them. Are the fans ceiling-mounted or easily accessible? Do they deal with combustible dusts, toxic fumes, or general air particulates? Understanding these factors will help determine the cleaning method and safety requirements.
Additionally, determine who will carry out the task — internal employees or external contractors? Their training and competency levels will affect the types of control measures needed. Also, consider whether the cleaning will be done during operating hours or scheduled downtime, as this impacts exposure risk to others in the workplace.
Gather all technical documentation related to the LEV system, such as previous maintenance reports, COSHH assessments (for any hazardous substances involved), and equipment manuals. This will provide insight into potential hazards and manufacturer-recommended safety practices.
In short, defining the scope helps create a tailored, accurate, and effective risk assessment. Failing to do this increases the risk of injury, equipment damage, or legal consequences. Once this foundation is set, you’re ready to move into hazard identification.
2. Identify the Hazards Involved
Identifying hazards is the core of any risk assessment. When it comes to cleaning LEV fans, multiple hazards can exist, depending on the system type, the contaminant extracted, and the physical location of the fans. Hazard identification should be thorough and consider both obvious and hidden dangers.
Start by considering physical hazards: Are the LEV fans located at height? If so, there is a risk of falls, making working-at-height controls necessary. Are there moving parts? Rotating fan blades can cause injury if the equipment isn’t properly isolated.
Next, assess electrical hazards. Cleaning often involves using water or solvents near electrical components. If the fan isn’t completely de-energized, there’s a risk of electrical shock or short circuits. Lockout/tagout (LOTO) procedures should be considered.
Chemical and biological hazards are also relevant. If the LEV system has been extracting harmful substances, such as chemical fumes, welding fumes, or bioaerosols, residue buildup may still pose a risk during cleaning. Workers might inhale or come into contact with these substances, requiring appropriate PPE and ventilation.
Ergonomic hazards must also be factored in. Reaching overhead for long periods or working in confined spaces can lead to musculoskeletal injuries. Determine if specialized tools or mechanical aids are needed to reduce strain.
Also consider environmental hazards, like poor lighting or weather (if the fans are on rooftops). These factors can contribute to slips, trips, or falls.
Once hazards are identified, list them in a risk assessment matrix alongside who might be harmed and how. This provides a clear picture of what you’re dealing with and prepares you for evaluating and mitigating the associated risks.
3. Assess the Risks and Determine Who Might Be Harmed
Once hazards have been identified, the next step is to assess the level of risk associated with each one and determine who might be affected. This involves evaluating the likelihood of each hazard causing harm and the potential severity of the consequences.
Use a risk matrix (often rated as Low, Medium, or High) to prioritize hazards. For example, the risk of falling from height might be high due to the severe consequences (serious injury or death) and a high likelihood if appropriate access equipment is not available. Conversely, exposure to dust might be considered medium if controls like masks are in place, but could increase without them.
Identify who might be harmed:
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Cleaning personnel: Workers doing the job are at direct risk from mechanical, electrical, and chemical hazards.
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Maintenance staff: May also be exposed if involved in equipment isolation or inspection.
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Nearby workers: If cleaning is conducted during working hours, dust or fumes could affect other workers in the vicinity.
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Contractors: External workers unfamiliar with the site may face higher risks due to a lack of knowledge of the environment.
Don’t overlook vulnerable groups, such as young workers, pregnant employees, or individuals with respiratory conditions, who may need additional protection.
It’s also essential to assess cumulative risks. For instance, a confined space combined with chemical exposure and lack of ventilation significantly raises the overall danger level.
Document each risk clearly in the assessment, specifying the hazard, who might be harmed, how, and the initial risk level before control measures are applied. This will be the foundation for the next phase: identifying and implementing suitable controls.
4. Implement Control Measures to Reduce Risks
After assessing the risks, it’s time to implement control measures that can eliminate or reduce those risks to an acceptable level. Use the hierarchy of controls as a structured framework to determine the most effective interventions:
a) Elimination and Substitution
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Eliminate the need to access high-risk areas by installing self-cleaning LEV systems (if feasible).
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Substitute hazardous cleaning chemicals with safer, non-toxic alternatives.
b) Engineering Controls
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Use fall protection systems like guardrails or harnesses for working at height.
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Ensure that LEV fans can be isolated safely with lockout/tagout devices.
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Implement proper lighting and ventilation in the work area.
c) Administrative Controls
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Schedule cleaning during times when fewer workers are present to reduce exposure.
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Develop and communicate a method statement and safe work procedure for cleaning tasks.
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Provide site-specific training to ensure everyone understands the hazards and safety procedures.
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Limit the duration of tasks to prevent fatigue-related accidents.
d) Personal Protective Equipment (PPE)
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Equip workers with suitable PPE, such as:
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Respirators or masks (for chemical and dust exposure)
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Safety harnesses (for working at height)
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Insulated gloves (for electrical protection)
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Coveralls, eye protection, and ear defenders as needed
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Ensure that PPE is properly maintained and fits correctly. It’s also vital to provide training on how to use, inspect, and dispose of PPE appropriately.
All control measures should be clearly listed in the risk assessment document. Regular checks should confirm that they are implemented and effective. If a hazard cannot be adequately controlled, the task should not proceed until further safety measures are introduced.
5. Record, Review, and Communicate the Risk Assessment
Recording your risk assessment is not just a legal requirement (under the UK’s Management of Health and Safety at Work Regulations, or OSHA rules in the USA), it’s also a critical tool for ongoing safety management.
Recording the Assessment
Create a written risk assessment document that includes:
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The nature and scope of the task
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Identified hazards
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Risk ratings before and after controls
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Who might be harmed
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Control measures implemented
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Responsible persons
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Date of assessment and next review date
Use a standardized template that aligns with your organization’s health and safety policy. This makes it easier to update and communicate.
Reviewing the Assessment
Risk assessments should be reviewed:
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Before each LEV fan cleaning task (especially if the environment or procedure changes)
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After an incident or near-miss
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Periodically (e.g., annually) as part of your health and safety audit cycle
Updates should reflect changes in working conditions, equipment, substances used, or staff involved. If a new risk is identified during cleaning, pause the work and revise the assessment.
Communicating the Assessment
Simply writing a risk assessment is not enough — it must be shared with all involved personnel. Hold pre-task briefings to explain:
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The hazards identified
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The control measures in place
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Emergency procedures
Make the document accessible (either physically or digitally) and ensure contractors or new staff are also informed. Encourage feedback from those performing the task, as they may identify practical concerns that need to be addressed.
Effective communication ensures the assessment becomes a living document — not a box-ticking exercise — and plays an active role in protecting everyone involved in the cleaning of LEV fans.
Conclusion
Performing a thorough risk assessment for the cleaning of LEV fans is not only a legal obligation but a vital safety practice. By following the steps outlined above — understanding the task scope, identifying hazards, evaluating risks, implementing control measures, and maintaining records — organizations can significantly reduce the potential for accidents, illnesses, or regulatory violations.
Regular review, clear communication, and continuous improvement are key to maintaining safe LEV maintenance operations. Whether you are a safety consultant, facilities manager, or technician, embedding these principles into your routine ensures that both health and efficiency are safeguarded.
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