Occupational safety is a fundamental pillar for any organisation that values the physical safety of its employees and operational efficiency. In this context, personal protective equipment (PPE) plays a crucial role in preventing accidents and promoting a safer working environment. However, the effectiveness of PPE depends both on its quality and on proper maintenance, storage and use. This article brings together best practices in PPE care and shows how document management can be a strategic ally.
What PPE is and why it is essential
PPE consists of devices or products used by workers to protect themselves against risks that may threaten their safety and health at work. Examples include safety helmets, safety glasses, gloves, steel toe cap boots and harnesses for work at height. Especially in sectors such as construction, industrial maintenance and the chemical industry, PPE is fundamental to preventing serious accidents.
The importance of PPE lies in the following factors:
Protection against specific risks: Each piece of equipment serves to mitigate particular hazards
Accident reduction: Correct use reduces the risk of injuries and fatal accidents
Legal compliance: National and European legislation requires the use of PPE suited to the risks
Fundamental PPE care practices
The service life and effectiveness of PPE depend on a series of good practices. The main points of care are as follows:
Choosing the right PPE
Each activity requires a specific type of protection. Therefore, PPE selection should be based on:
Risk analysis: Identify the hazards present in the workplace
Comfort and fit: Uncomfortable equipment makes workers less likely to wear it
Certification: Check that the PPE has CE marking and complies with Regulation (EU) 2016/425
Regular inspection
Inspection is an essential step to ensure that equipment is in good condition. Workers should therefore check for:
Cracks, tears or deformities in helmets and gloves
Scratched lenses in safety glasses
Worn soles on safety boots
Cleaning and storage
Proper cleaning extends the service life of PPE. For this reason, it is recommended to:
Follow the manufacturer’s instructions
Use appropriate cleaning products
Store equipment in dry places, protected from direct sunlight
Preventive maintenance
Finally, regular maintenance makes it possible to identify damage before it compromises safety. This process includes, for example:
Replacing damaged parts
Checking mechanical components in harnesses and anchorage systems
Document management as an ally in PPE care
Technology plays a vital role in occupational safety, and document management platforms offer efficient solutions for tracking PPE. The benefits include:
Life cycle monitoring: Recording purchase, inspection and replacement dates
Automatic alerts: Notifications for pending maintenance and inspections
Compliance with standards: Makes it easier to demonstrate compliance with safety regulations
What the law says about PPE care
In Portugal, Decree-Law No. 348/93 and Ordinance No. 988/93 set out the rules for the use of PPE by workers. First of all, the employer must provide PPE suited to the risks, free of charge to the worker. The employer must also keep it in good working order and hygienic condition through the necessary maintenance, repair and replacement. In addition, the employer must inform and train workers on correct use. For their part, workers must use the equipment correctly, look after it, store it in the designated place and immediately report any fault or defect. On the manufacturer’s side, Regulation (EU) 2016/425 requires CE marking and clear instructions on cleaning, storage, inspection and service life.
Individual use and hygiene
As a rule, PPE is for personal use. When circumstances require several people to use the same equipment, the employer must ensure that this use does not create health or hygiene problems. For this reason, no one should share hearing protectors, masks or single-use gloves. Shared helmets, harnesses or visors, on the other hand, require cleaning and checking between users, in line with the manufacturer’s instructions.
When to replace PPE
Replacement does not depend on the date alone. In practice, the company should withdraw PPE from service when it:
- shows visible damage, deformation or wear that reduces protection;
- has suffered a heavy impact or arrested a fall, even without apparent damage;
- has exceeded the service life stated by the manufacturer;
- no longer fits the user;
- has been exposed to chemicals, heat or radiation that can degrade the materials.
For example, many manufacturers state a helmet’s service life from the date of manufacture, not the date of issue. As a result, a helmet kept in a warehouse for years may reach the worker already close to the end of its service life.
Specific care by type of PPE
Each type of equipment requires its own care. For example, no one should paint helmets or attach stickers with solvents, because these can weaken the plastic. Chemical protection gloves should be chosen for the specific products in use, and the company should replace them when the manufacturer’s stated permeation time is reached. In addition, workers should clean reusable hearing protectors and keep them in their case. The company should also replace respirator filters according to the type of contaminant and hours of use. Similarly, safety footwear loses grip with wear and should be replaced before the soles become smooth.
Worker training and involvement
PPE care only works when workers understand why it is needed. Training should therefore show how to adjust, inspect, clean and store each item of equipment, and explain when it should be replaced. In this way, workers learn to spot damaged PPE on their own and ask for a replacement. Furthermore, involving workers in choosing models increases comfort and willingness to wear the equipment.
Practical example: PPE store on a site
Consider a site with 60 workers and a PPE storage container. Previously, the site issued equipment without records and nobody knew the date of manufacture. After adopting a document management platform, each issue is recorded with the date, size and the worker’s signature. The platform then calculates the replacement date from the date of manufacture and sends alerts to the site supervisor. As a result, the site no longer has out-of-date helmets. It can also demonstrate, during a visit from the ACT (Portugal’s labour inspectorate), that each worker received suitable PPE.
PPE care checklist
- PPE chosen on the basis of the risk assessment.
- CE marking, declaration of conformity and instructions in Portuguese.
- Issue record signed by the worker.
- Inspection before each use.
- Cleaning and storage according to the manufacturer.
- Manufacture and replacement dates tracked.
- Training on correct use recorded.
Common mistakes to avoid
A frequent mistake is buying PPE on price alone, without considering comfort, which makes workers less likely to wear it. Another mistake is storing equipment exposed to sun, heat or chemicals, which degrade the materials. In addition, many companies do not record issues and cannot prove they supplied the PPE. Finally, equipment is often still used after an impact, even though the manufacturer requires it to be replaced.
Frequently asked questions
Can a worker be required to pay for PPE?
No. The employer must provide the necessary PPE free of charge to the worker.
Who should inspect PPE?
The worker carries out a visual inspection before each use. For the most critical equipment, such as fall protection, a periodic inspection by a competent person is also required.
Where should PPE be stored?
In a clean, dry and well-ventilated place, away from direct sunlight, heat sources and chemicals. In addition, fall arrest equipment should be hung up or kept in dedicated bags, with nothing placed on top.
How long should we keep issue records?
At least while the equipment is in use and for as long as needed to demonstrate compliance to the ACT or in the event of an accident. It is therefore advisable to set a retention period in the internal policy.
Conclusion: PPE care
Proper care of personal protective equipment is an essential component of occupational safety. Applying best practices, supported by document management tools, helps keep this equipment effective, protects lives and improves operational efficiency.
Safety is everyone’s responsibility.
Read also: Document management for personal protective equipment and Document management platforms for occupational safety.
For more information on occupational safety and health, visit the European Agency for Safety and Health at Work (EU-OSHA).