We believe that workplace injuries, incidents, and accidents don’t ‘just happen’. Incidents are almost always preventable, and identifying and eliminating hazards before they cause an incident sums up the role of HIRA in health and safety systems. HIRA is a vital aspect of health and safety management systems and one of the most important tools for legal compliance and workplace safety.
In this article, we’ll unpack the role of HIRA in health and safety systems and provide a breakdown of the five-step HIRA process.
What does HIRA stand for?
HIRA stands for Hazard Identification and Risk Assessment. HIRA is a structured process used to identify workplace hazards, assess the level of risk they pose, and implement control measures to eliminate or reduce those risks to prevent injury, illness, or damage.
What is the aim of HIRA in a health and safety management system?
In a health and safety management system, HIRA functions as the core risk-management mechanism. It assesses risk levels, suggests control measures, informs health and safety procedures and training requirements, and serves as important compliance documentation. Conducting logical, comprehensive risk assessments allows Health and Safety Practitioners and businesses to make appropriate, evidence-based health and safety decisions that reduce or eliminate real risks.
Why is HIRA important for legal compliance in South Africa?
Under the Occupational Health and Safety (OHS) Act, employers have a legal duty to provide and maintain a working environment that is safe and without risk to employees and others who may be affected by their activities.
HIRA supports compliance with the OHS Act by:
- Demonstrating that hazards have been systematically identified
- Showing that risks have been evaluated according to likelihood and severity
- Providing documented evidence of implemented control measures
- Proving that risk assessments are reviewed, updated, or repeated when working conditions change
In the event of an inspection, incident, or legal inquiry, a properly conducted and well-documented HIRA acts as a critical record that shows due diligence.
How does HIRA fit into a health and safety management system?
A health and safety management system includes policies, procedures, training, supervision, and continuous improvement processes. HIRA acts as a foundational element for each of these components.
1. It provides structure
Rather than addressing hazards randomly, HIRA introduces a systematic method for identifying risks. This ensures that nothing is overlooked.
2. It enables prioritisation
Not all hazards carry the same level of risk. By evaluating both likelihood and potential severity, organisations can focus resources on high-risk areas first.
3. It enhances communication
When hazards and risks are properly documented, stakeholders across the entire organisation (from employees, to Supervisors, to the Health and Safety Committee, to the CEO) are better able to understand what risks exist and which controls are necessary. Clear communication improves cooperation, aids implementation, and feeds into a better safety culture.
4. It reduces costs
Accidents, downtime, compensation claims, and legal penalties are expensive. Proactively identifying hazards and controlling risks prevents these avoidable losses.
What are the five steps of a HIRA?
To conduct a logical, effective HIRA, follow five clear steps:
Step 1: Identify hazards
Look for anything that could cause harm: equipment, substances, work practices, environmental factors, or long-term exposure risks.
Hazard identification methods may include:
- Workplace inspections
- Observing activities and processes as they are carried out
- Task analysis
- Reviewing past incident reports
- Consulting employees
- Using structured checklists
- Fault tree analysis
- Reference to manufacturer and supplier warnings and information
- Reference to legislation and regulations
Step 2: Decide who may be harmed and how
Employees aren’t the only people who are exposed to workplace risks. When deciding who may be harmed by a hazard and how, be sure to take the following people into account as well:
- Contractors
- Visitors
- New or inexperienced staff
- Employees with specific vulnerabilities
Understanding who is exposed to risks ensures controls are inclusive and protect everyone.
Step 3: Evaluate risks and decide on precautions
When evaluating and prioritising workplace risk, ask the following two questions for each identified hazard:
- How likely is harm to occur?
- How severe could the consequences be?
Then, decide on appropriate control measures according to the Hierarchy of Controls:
1. Elimination
2. Substitution
3. Engineering controls
4. Administrative controls
5. Personal protective equipment (PPE)
Remember, the goal is always to reduce risk as far as is reasonably practicable. The Hierarchy of Controls ranks control measures from most effective (elimination) to least effective (PPE).
Step 4: Record findings and implement controls
A comprehensive risk assessment document should record the following information:
- All identified hazards
- Risk levels
- Chosen control measures
- Residual risk level after controls have been implemented
- Images of hazards
All hazards and risks should be listed in a Risk Register. This document lists:
- Hazards and risks
- Proposed control measures
- Person responsible for implementation
- Implementation due date
- Follow up date
The risk register is an important tool for ensuring that risks are addressed and controls are implemented.
Step 5: Review and update regularly
Workplaces change: new equipment, new processes, and new staff introduce new hazards and risks. To ensure that new hazards and risks are identified and controlled, a HIRA must be reviewed whenever significant changes occur in the workplace.
Why is HIRA training essential?
Conducting an effective HIRA requires specialised skills. HIRA training ensures that individuals:
- Understand legal requirements
- Are able to identify less obvious or ‘hidden’ hazards
- Understand how to assess risks levels by considering the likelihood and severity of potential incidents
- Understand and are able to apply the Hierarchy of Controls correctly
- Document findings clearly
- Follow up on corrective actions
HIRA training benefits:
- Health and Safety Supervisors
- Health and Safety Representatives
- Managers
- Anyone responsible for risk assessment or compliance
How often should a HIRA be reviewed in a health and safety system?
An effective health and safety management system must evolve and change according to changing conditions on the ground. To ensure that new hazards and risks are addressed and controlled as they arise, HIRA should be conducted once a year. In addition, HIRA should be reviewed:
- When new equipment or processes are introduced
- After incidents, injuries, or near-misses
- When the workplace layout changes
- When new legislation or standards are introduced
Conclusion: Why HIRA remains central to effective health and safety systems
The role of HIRA in health and safety systems cannot be overstated. HIRA:
- Identifies hazards
- Measures and prioritises risks
- Proposes appropriate controls
- Prevents harm
- Drives compliance
- Strengthens workplace health and safety culture
As mentioned earlier, conducting an effective HIRA requires specific knowledge and skills. Our one-day HIRA training can be facilitated online or in-person, and equips delegates with the skills needed to carry out logical, comprehensive, and effective risk assessments that reduce workplace accidents and protect employees.