Operator tips for trade and industry - Austria

August 2, 2022
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Unkategorisiert

for more security and economic success

Today more than ever, entrepreneurs are required to market their company’s existing strengths and make the most of new opportunities to achieve success. The focus is clearly on the core business and the optimization potential here is often already exhausted. Further improvements can then only be achieved, if at all, with disproportionately high additional expenditure.

However, the situation is completely different when it comes to real estate issues. Topics such as maintenance, energy management or vehicle fleet management are usually neglected and seen as an annoying evil. Under these conditions, they can only contribute very little to the economic success of the company. The result of this approach is enormous inefficiency and liability risks.

However, more and more entrepreneurs are discovering this hidden “treasure” and improving their competitiveness through defined strategies and optimized structures, processes, competencies and systems in real estate management. On the one hand, they improve their overall economic efficiency and, on the other, they gain clarity about the existing liability risks of company management.

The penalties for administrative offenses are rather low, but the consequences under civil and criminal law in the event of a claim are much more painful.

The penalties can be very high, especially in the case of personal injury, and in the worst case can even threaten your livelihood.

Compliance with the legal conditions and requirements is therefore one of the elementary foundations for safe and legally compliant operation. In the course of the building and operating facility permit, the effects of the company on the environment and neighbors with regard to noise, dust, odor or vibrations, among other things, are assessed, defined by corresponding laws, regulations and official requirements (e.g. OIB guidelines, standards, noise barriers, filters, etc.) and reduced to a permissible level. Subsequent changes in use or installations may be subject to notification or approval, especially if this increases the impact. Compliance with these requirements (in accordance with §82b GewO) must be checked and documented every 5 years and submitted to the authorities on request.

Particularly if hazardous substances are produced, used or stored in a plant or are caused by fire, the requirements are even more stringent depending on the environmental impact (see Seweso III plants). For such facilities, the operator is obliged to draw up an accident prevention concept, a safety report and an emergency concept, keep them up to date and make them available to the authorities and the public. These risks are then taken into account by higher-level official measures (e.g. regional planning and zoning).

Waste management is an important issue for industrial and commercial companies, especially when hazardous substances are generated as waste. Here it is crucial that the type, quantity, origin and whereabouts of the waste are precisely described and updated every 7 years at the latest when drawing up and updating the mandatory waste management concept (from 20 employees) (see Waste Management Act – AWG). The advantage of the waste management concept is, on the one hand, the clarity gained about the material flow in the company, but above all it serves to reduce costs by reducing the amount of waste and the hazardousness of the waste. For companies with more than 100 employees, a professionally qualified waste management officer and a deputy must be appointed (in accordance with §11 AWG). This person keeps the waste management plan and the list of waste disposal companies up to date, monitors practical compliance with legal requirements and organizes the efficient implementation of waste disposal.

Another important topic is property safety. The obligation to maintain “traffic safety” stems on the one hand from the Austrian Civil Code and from the building regulations, which state that the owner/operator/manager of a building is responsible for preventing personal injury and damage to property (traffic safety obligation). By carrying out regular property safety inspections of his properties, the operator gains a precise insight into the safety status and thus his liability risk. The inspection interval depends on the age and condition of the building, the type and number of conversions, the number of people affected by the risk and the intensity of use and should be carried out for the first time shortly after completion, then shortly before the end of the warranty period and then every two years. From an age of 10 years, annual testing is recommended. ÖNORM B1301 provides a suitable basis here, and specialist companies often offer extended testing concepts.

Which systems require special attention in industrial and commercial enterprises?

The main topics here are fire protection, infrastructure, power supply and escape/evacuation. Here are the most important facilities

Fire protection

The following fire protection systems must be subjected to an acceptance test or inspection by an accredited inspection body (in accordance with ÖNORM EN ISO/IEC 17020) before commissioning and then periodically every 1 – 2 years (in addition to inspection, testing and maintenance):

Fire alarm systems
Fire controls
Sprinkler systems
Gas extinguishing systems
Smoke and heat extraction systems
Pressure ventilation
Risers
Object radio systems
Electroacoustic emergency systems

Any defects found must be rectified immediately.

Fire alarm systems must be inspected regularly by a trained person (building technician, sprinkler technician, etc.) in accordance with TRVB S 123, fire alarm systems must be inspected regularly by a trained person (building technician, sprinkler attendant, etc.) (daily – operating status, monthly – emergency power supply, quarterly – internal signaling and alarm systems – internally by e.g. building technician), maintained and tested annually (by a certified specialist company) and additionally inspected every 2 years (by an accredited monitoring body – in accordance with ÖNORM EN ISO/IEC 17020).

The water or foam extinguishing systems (sprinkler systems) present in many buildings must be inspected regularly (at least once a week) by a trained person in accordance with TRVB S 127. TRVB S 127, they must be inspected regularly (at least once a week) by a trained person. This mainly involves checking the function of the alarm system, water supply, water and compressed air pumps, alarm transmission (so-called TUS connection) and heaters. The system must be serviced and inspected annually (by a certified specialist company) and must also undergo an inspection (by an accredited inspection body).

The gas extinguishing systems usually installed in data centers, data archives, switchgear, etc. (effect through oxygen displacement, heat extraction or chemical effects) require particularly intensive care, testing and maintenance (in accordance with TRVB S 152). As triggering can release a gas (e.g. CO², argon, inergen, chemical extinguishing agent) that is hazardous to humans (depending on the extinguishing gas used), the system requires comprehensive safety equipment (e.g. access protection, visual and acoustic alarm devices) and may only be operated by trained specialist personnel. The systems must be serviced and checked at least be serviced and inspected at least once a year and additionally inspected every 2 years by an accredited inspection body.

Smoke and heat extraction systems (SHEVS) are often installed and connected to the fire alarm systems to reduce the risk of smoke obstructing the escape route in the event of a fire. Smoke extraction can be carried out thermally (e.g. openable skylight domes) or by a fan (pressurized ventilation). The systems must be continuously inspected (in accordance with TRVB S 125), serviced once a year and inspected every two years.

Fire extinguishers must be freely accessible at all times and must be inspected every 2 years by a certified expert (in accordance with ÖNORM F 1053). Depending on the extinguishing area and system, particular attention must be paid to the appropriate extinguishing agent (powder extinguishers make quite a lot of dirt and promote rust formation) – therefore foam and CO² extinguishers (ideal for electrical areas, be careful with CO² extinguishers in small rooms – risk of poisoning).

Electrical system

Electrical systems are the core of the energy supply, are crucial for the functioning of production facilities, communication and safety systems and therefore have top priority. This is why regular inspection of the distribution boards (e.g. by thermography), the recurring and documented system inspection (interval depends on the general conditions and the load) by a licensed specialist company. It makes sense (to maintain reliability and insurance cover) and is mandatory by law (according to the Electrical Protection Ordinance – ESV in accordance with ÖNORM E 8001-6-62). Furthermore, UPS systems (uninterruptible power supply), emergency power systems (e.g. diesel generators), reactive current compensation systems, transformer stations or photovoltaic systems (with further testing and maintenance obligations for the operator) can also be part of the electrical system.

Escape/evacuation

Ensure that escape routes are kept clear (obstacles, fire load), correctly marked with pictograms (must also be visible in the dark), and that escape route/safety lighting and smoke and heat extraction systems function and are maintained (once a year). It is important to keep the emergency exits unblocked and unobstructed (snow removal in winter) and to make the route to the assembly point safe.

Evacuation must be organized internally, every employee must be instructed and practiced regularly (at least once a year) together with the fire department. It is recommended that a number of observers (e.g. evacuation assistants, safety experts, fire safety officers, safety officers) are deployed to identify and eliminate weak points.

Infrastructure (logistics, supply and disposal)

Elevators are often an indispensable aid to the production process and require regular maintenance and inspection by a specialist to ensure that they function properly. They must therefore be inspected by an elevator inspector before commissioning and then once a year (in accordance with § 4 of the Lifting Systems Operating Ordinance – HBV) or serviced in accordance with the manufacturer’s specifications (usually four times a year). The manufacturer’s specifications (usually 4 times a year). In addition, an elevator attendant must be present during operating hours to free people in the event of faults.

Industrial trucks (electric pallet trucks, forklift trucks) are essential for internal logistics. Many of these work tools are subject to recurring annual inspections (in accordance with §8 of the German Work Equipment Ordinance – AM-VO). Forklift trucks in particular require intensive attention, as the risk of injury and operational disruption is especially high in the event of a defect. For this reason, a basic qualification (forklift license) is required before the employee is allowed to use them, as well as appropriate instruction for many work equipment (see safety and health protection documents).

Other work equipment (e.g. power-operated doors and gates, lifting platforms, lifting tables, presses, punches, fitting ramps, slings, excavators, wheel loaders, access equipment, ladders or conveyor belts over 5m) are also subject to inspection in accordance with § 7 and § 8 of the Work Equipment Ordinance – AM-VO (with different intervals). § 7 and § 8 of the Work Equipment Ordinance – AM-VO (with different intervals).

For air conditioning and refrigeration systems (> 1.5kg refrigerant), an annual inspection and maintenance (in accordance with the Refrigeration Systems Ordinance) incl. disinfection and cleaning of the fan coils in the air conditioning units is more than advisable for reasons of hygiene.

Steam boiler and thermal oil systems are frequently used in thermal production processes. Here, the statutory inspection requirements of the Pressure Equipment Act, Steam Boiler Operation Act, Emission Protection Act for boiler systems and the manufacturer’s inspection and maintenance specifications must be observed/complied with. A boiler attendant is required to operate the system. This person monitors the operation of the system, refills operating fluids, checks the water quality and safety equipment, carries out visual inspections and intervenes competently in the event of faults or dangerous conditions. The tests and inspections vary depending on the test level and system component (see §28 Pressure Equipment Monitoring Ordinance – DGÜW-V)

If a company restaurant is in operation, a grease separator is usually installed. This must be emptied regularly and documented (proof of disposal) and a waste water examination must be arranged (analysis by a laboratory) – this is prescribed by the Waste Water Emission Ordinance AAEV or the Indirect Discharger Ordinance IEV. In the latter case, a corresponding indirect discharger contract must be concluded with the sewerage company.

If the company operates its own filling stations or workshops on its premises, mineral oil separators are usually prescribed. These must be professionally inspected on an ongoing basis and serviced at least maintained at least every six months. Systems of this type are acc. §134 of the Water Act and must be inspected in accordance with ÖNORM 852-2, they must be subjected to a general inspection every 5 years.

Who should carry out the checks?

Most ongoing inspections can be carried out by in-house technicians if they have the appropriate qualifications (e.g. fire safety officer, waste officer, boiler attendant, etc.), as most defects/damage are easily recognizable to the naked eye/ear. However, when assessing the criticality of a defect, a specialist should always be consulted in case of doubt in order to avoid misjudgements.

All statutory inspections/maintenance should/must be carried out by a specialist or certified expert as they have the relevant detailed knowledge and the appropriate testing equipment. Fire protection inspections must be carried out by a testing or inspection body accredited in Austria .

Particularly in the case of possible criminal or insurance law issues, the facts should always be adequately documented with pictures or in writing (if in doubt, by a specialist company or expert) to ensure meaningful evidence in the event of damage or a dispute.

To make sure you don’t miss any appointments in future, download the MyBuilding24 app, where you can record all your devices and systems that require inspection and maintenance and manage the associated appointments, and always be on the safe side with a complete list of maintenance work available at all times.

In the enclosed checklist you will find the most common components and systems that should be subject to regular inspection. In the event of above-average loads and exceptional environmental conditions, the intervals should be shortened accordingly based on your own and/or professional assessment. It is better to check once too often than too seldom!

B2022-06-21_Checklist-recurring-examinations-industry-trade-vers.-1.0-1 Download

Glossary – Legal provisions:

Trade Regulations – GewO:
https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10007517

Employee Protection Act – ASchG:
https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10008910

Electrical Protection Ordinance – ESV:

https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=20007682

Workplace Ordinance – AStV:
https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10009098

Work Equipment Ordinance – AM-VO:
https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=20000727

Refrigeration Plant Ordinance – KAV:
https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=10008237

Pressure Equipment Act – DGG:
https://www.ris.bka.gv.at/Dokumente/BgblAuth/BGBLA_2015_I_161/BGBLA_2015_I_161.pdfsig

Steam Boiler Operation Act – DKBG:
https://www.ris.bka.gv.at/GeltendeFassung/Bundesnormen/10012138/DKBG2c20Fassung20vom2012.01.2018.pdf

Pressure Equipment Monitoring Ordinance – DGÜW-V:
https://www.ris.bka.gv.at/GeltendeFassung.wxe?Abfrage=Bundesnormen&Gesetzesnummer=20003758