Handing out a pair of safety shoes or a helmet is an everyday task in many companies and on every construction site. But how do you prove, months later, that the PPE was issued, to whom and when? That is what a PPE issue register is for.
The employer's obligations on PPE
PPE, personal protective equipment, is the equipment worn by workers to protect them from health and safety risks. In general terms, the employer must (in Italy, Legislative Decree 81/2008, Article 77):
- provide PPE suited to the risks present;
- inform workers about the risks the PPE protects them from;
- train workers in the correct use of PPE;
- provide hands-on training for category III PPE.
These obligations do not end with the first issue. PPE must be kept in good working order and replaced when necessary, and workers change job role, department or site over time. Managing PPE is therefore an ongoing activity that requires a method.
Documented issue as good practice
Documenting each issue with a form signed by the worker is good practice to show the obligation has been met. In the event of an inspection or an accident, the register lets you reconstruct which PPE was provided, to whom and on what date.
The register is also useful for internal organisation: knowing who has received what helps plan replacements, manage stock and avoid forgetting new hires or workers who change job role.
An effective issue form is simple: it clearly identifies the worker and the device, states the date and is signed as receipt. It can also be useful to state that the worker has received information on how to use the PPE, linking the issue to information and training activities.
What to record
For each issue it is useful to record at least this information:
| Field | What to enter |
|---|---|
| Employee | Name, job role, department or site |
| PPE | Type and model of the device |
| Issue date | Day on which the PPE was issued |
| Size | For wearable PPE such as shoes, gloves and clothing |
| Certifications | Documentation and certifications for the PPE |
| Expiry dates | Replacement or end-of-validity date |
| Signature | Worker's signature as receipt |
Also keep the history of replacements: PPE issued several times to the same worker tells the story of their equipment over time.
Organise the register so that it can be consulted from two points of view: by worker, to know which PPE they have been issued, and by type of PPE, to know who has received a certain model and when it will need replacing.
The most common mistakes
- Scattered paper forms: hard to find when needed.
- Expiry dates not monitored: PPE used beyond its validity.
- Certifications not filed: impossible to show the device is suitable.
- Disorganised management across sites: each location keeps its own register, with no overall view.
To avoid them, it is worth setting a few clear rules: who issues PPE, how the issue is recorded, where signed forms are kept and who periodically checks expiry dates.
How to manage it digitally
With IntraThor - PPE management each device is linked to the employee or the project, with a complete history of issues and replacements, certifications and technical documentation attached, and automatic expiry alerts. The module is integrated with the staff management software: employee data is already available and does not need to be entered twice.
The register thus stops being a binder to update and becomes an archive you can consult in seconds, even when workers are spread across several locations or sites. For construction sites, also find out how to manage the site diary.
Practical steps to get started
- List the PPE used in the company, divided by job role.
- Assign to each worker the PPE they need, with sizes.
- Prepare a single issue form for all locations.
- File signed forms in a single place.
- Set a periodic check of expiry dates and replacements.
F.A.Q. - Frequently asked questions
What are the employer's obligations regarding PPE?
In general, providing suitable PPE, informing and training workers and, for category III PPE, giving practical training (in Italy, Legislative Decree 81/2008, art. 77; in the EU, Directive 89/656/EEC).
Why document PPE issue?
An issue form signed by the worker is good practice to demonstrate compliance and reconstruct which PPE was provided, to whom and when.
What should the register contain?
At least the employee, PPE item, issue date, size, certifications, expiry dates and the worker's signature.
How can the register be managed digitally?
With IntraThor - PPE management, each item is associated with the employee or project, with issue history, attached certifications and automatic expiry alerts.
Can the register be digital?
Yes, a digital register is one way to organise issues, signatures and expiry dates in a single archive accessible from all sites.
How often should the register be checked?
It is advisable to schedule a periodic check, for example monthly, of expiry dates and replacements, as well as an update for every new hire or change of role.
Who should look after the register?
It is useful to name a responsible person for each site or location, with common rules on how to record issues and where to keep the forms.
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General information only, not legal advice: always check the current legislation.