The HSE strategy suggests user checks, backed up by formal visual inspection and combined inspection and test.

User Check

The user of the equipment should be encouraged to check the condition of the equipment prior to use. It is relatively easy for people to spot and report signs of damage, overheating and misuse.

Formal Visual inspection

The most important monitoring of portable appliances is through a regular formal visual inspection. This should be carried out by someone who has been properly trained to perform a more thorough check of the equipment. This may include examining plugs, fuses, flexible cables, and cable clamping arrangements etc.

Combined Inspection and Testing

Faults may arise in electrical equipment that may not be readily apparent. For example, internal damage may result from misuse or internal electrical connections may deteriorate over time. One way to identify such defects is through an electrical testing which is commonly done by using a portable appliance test instrument (a “PAT” tester). In low risk environments, a properly trained, competent member of staff can perform these tests using a suitable “off the shelf” PAT tester on appliances disconnected from the electrical supply. In higher risk areas a more highly trained specialist may be needed to disconnect the equipment from the electrical supply, perform complex tests and to interpret the results.
There are no set statutory periods for formal visual inspection and test. The maintenance regime should be appropriate to the environment and duty for which the equipment is used. Electrical testing in a low-risk area e.g. in an office, would be less frequent than in, say, a harsh industrial environment.

Records

Although there is no mandatory requirement to produce and keep records on the condition of electrical equipment the HSE ‘Memorandum of guidance on the Electricity at Work Regulations’ (HS(R)25) advises that records of maintenance, including test results, will enable the condition of equipment and the effectiveness of maintenance policies to be monitored.

The IET ‘Code of Practice for In-Service Inspection and Testing of Electrical Equipment’ recommends that a log be kept of the condition of equipment, together with records that may be held on paper or in ‘electronic’ form.
In the event of a prosecution arising from an injury relating to a portable appliance, it would assist the employer’s case if they can produce up to date, accurate records to indicate that they had taken reasonable actions to comply with the Electricity at Work Regulations 1989.