2. Safety Documentation How do we organize it and what will be the contents? A. Funken, LIU Project Meeting, 26 th September 2013

3. BASICS PRINCIPLE  “Quality Procedure for Safety Documentation Management”, https://edms.cern.ch/document/1177755/1.0 https://edms.cern.ch/document/1177755/1.0  The safety folder is composed of 4 main safety files (separate documents) :  Descriptive part  Demonstrative part (Hazards Inventory & Risk Control Measures)  Operational part  REM part (Records, Experience, Monitoring)

4. DESCRIPTIVE PART - CONTENTS Descriptive partContents Section 1Scope of the document Section 2Goal & Motivation of the project Section 3Location & vicinity Section 4Technical description: Civil engineering and shielding Beam line Safety systems Infrastructure Section 5Access modes Section 6Future evolution of the facility Section 7Dismantling phase & disposal Some examples: Linac4 EDMS1227231, PSB EDMS1172544, PS EDMS1167045EDMS1227231EDMS1172544EDMS1167045 The contribution of the different groups is needed

5. DEMONSTRATIVE PART – CONTENTS  Hazards inventory (type, description, location). The contribution of the different groups is needed

6. DEMONSTRATIVE PART – CONTENTS  Assessment of the risks induced by those hazards.  Inventory of the measures taken (technical and organizational) to remove or mitigate the risks to an acceptable level.  Entry point for the risk analysis carried out to design and operate the facility.

7. OPERATIONAL PART – CONTENTS  Inventory of information notes, operational instructions and procedures, tests reports related to safety.  Description of the project phase and organisation.  The contents will evolve in the course of the project phases. Operational partContents Section 1Scope of the document Section 2General safety procedures Section 3Emergency procedures Section 4Safety procedures during beam commissioning Section 5Safety procedures during access modes Section 6RP procedures and templates Section 7Project phases and organization

8. REM PART – CONTENTS REM partContent Section 1Scope of the document Section 2Safety reports Section 3Inspection reports Section 4Non-conformities reports Section 5Safety deviations Section 6Near-misses, incidents, accidents reports Section 7Maintenance reports  Inventory of all feedbacks, inspections, safety reports, non- conformities, near-misses, incidents, accidents and experience gained.  The contents will evolve in the course of the project phases.

9. OPEN QUESTIONS  PSB, PS, SPS, LEIR: four documents per part? One document per part?  Ease the updates:  Same work package holders? Same checkers, approvers?  Size of the document?  Once in operation, the different part will be transferred in the safety folder of the corresponding machine. For the descriptive part:  PSB: https://edms.cern.ch/document/1172544/1.https://edms.cern.ch/document/1172544/1  PS: https://edms.cern.ch/document/1167045/1.https://edms.cern.ch/document/1167045/1  SPS: to be prepared.  LEIR: to be prepared.  Are there written description of the different LIU work packages (in the sense of Linac4) with a specific section concerning safety? Not found in EDMS: e.g. for the PSB, https://edms.cern.ch/nav/P:LIU- 000363:V0/P:LIU-000021:V0/TAB3.https://edms.cern.ch/nav/P:LIU- 000363:V0/P:LIU-000021:V0/TAB3

10. HOW DO WE START?  Each system responsible is asked to:  Write a short description of his/her system focusing on the safety aspects (including schemes and pictures, location, links to EMDS more detailed document).  Make a list of the hazards generated by his/her system.  Make a list of the control measures already foreseen (technical and/or organizational).  Make a list of the already existing safety-related and operational procedures with EDMS links.