How to Record a Cleaning Materials Video for Your Health and Safety System

Date modified: 30th January 2026 | This article explains how you can record a video on cleaning materials for your Health and Safety System inside the Pilla App. You can also check out the Health and Safety Policies Guide or the docs page for Managing Videos in Pilla.

Working with cleaning and sanitising products is essential for maintaining safe, hygienic premises, but these products can pose risks to employees and others if not managed properly. Under the Control of Substances Hazardous to Health Regulations 2002 (COSHH), you have a duty to protect the welfare, safety, and health of employees who work with these substances. Recording a video for your Health and Safety System allows you to demonstrate exactly how these arrangements work in practice—from selecting safe products through to training staff and monitoring your control measures.

Key Takeaways

Your cleaning materials video should demonstrate how you identify safe cleaning and sanitising products, assess products for potential harm, complete documented COSHH risk assessments for hazardous substances, provide PPE where required, train staff on hazards and control measures, provide spill kits and cleaning equipment, ensure adequate storage space, provide sluice facilities, make safety data sheets available to staff, and monitor cleaning processes for continued effectiveness.

Article Content

Step 1: Set the Scene and Context

Your cleaning materials video needs to demonstrate that you have comprehensive arrangements for managing the risks associated with cleaning and sanitising products. The Control of Substances Hazardous to Health Regulations 2002 (COSHH) require you to assess and control exposure to hazardous substances, which includes many common cleaning products.

Why Cleaning Materials Safety Matters for Your Health and Safety System

Cleaning products are essential for maintaining hygienic premises, but they can cause harm if not properly managed. Your video should establish why proper arrangements are critical:

Duty to Protect Employees

Explain on camera your responsibilities:

"We have a duty to protect the welfare, safety, and health of our employees. This includes working with cleaning and sanitising products to keep our premises clean and safe. Many of these products, while necessary, can pose risks if not handled correctly."

Duty to Others

Emphasise the wider scope of protection:

"We also have a duty to those who are affected by our working practices. This includes our cleaning protocols and products—customers, visitors, and anyone else who may be affected by the substances we use or the way we use them."

COSHH Framework

Reference the regulatory framework:

"Under the Control of Substances Hazardous to Health Regulations 2002, we must assess the risks from hazardous substances and implement controls to protect people. This applies to cleaning products that could cause harm through skin contact, inhalation, ingestion, or other exposure routes."

Setting Up Your Recording Location

Choose locations that demonstrate your cleaning materials management in action. You might start at your chemical storage area, then move to areas where cleaning takes place, and show your COSHH assessment records. Have examples of safety data sheets, cleaning products with their hazard labels, and PPE available to reference.

Step 2: Plan What to Record vs Write

Your cleaning materials arrangements include elements that work well on video and others better suited to written documentation. Planning this split ensures your video is engaging while maintaining complete records.

What Works Best on Video

Product Selection Overview

Record yourself explaining how you choose safe products:

"We identify sanitising and cleaning products which are safe for use in our environment and avoid hazardous substances where possible. Let me show you how we approach product selection and what we look for."

Hazard Symbol Recognition

Show examples of hazard pictograms on products:

"All COSHH assessments include the new hazard symbols—pictograms—as per the Code of Practice 2015. Let me show you what these symbols mean and how to recognise them on product labels."

PPE Demonstration

Show the protective equipment required for different products:

"When risk assessment identifies that PPE is required for safe use of a product, we provide appropriate equipment. Let me show you the PPE we use for our cleaning products and how to use it correctly."

Storage Arrangements

Walk viewers through your chemical storage:

"We ensure adequate space is provided for the safe storage of cleaning equipment and personal protective equipment. Let me show you how our storage area is organised."

Spill Kit Location and Use

Demonstrate your spill response equipment:

"We provide cleaning equipment and spill kits for accidental release of products used. Let me show you where these are located and how to use them."

What Works Best as Written Documentation

COSHH Risk Assessments

Keep documented risk assessments for each hazardous substance, including hazard identification, exposure routes, control measures, and PPE requirements.

Safety Data Sheets

Maintain a file of safety data sheets for all products used, including first aid information and emergency procedures.

Training Records

Document evidence of staff training on hazards, risks, and control measures for substances they work with.

Product Inventory

Keep a written record of all cleaning products used, their hazard classifications, and where they are stored.

Monitoring Records

Document reviews of cleaning processes and control measures, including any changes made.

Explaining Your Documentation System on Video

Reference your written records without reading them out in full:

"We retain assessments and data sheets which are made available to all staff. These include information relating to first aid provision. Let me show you where staff can access this information and what it contains..."

Step 3: Explain the Core Rules and Requirements

Your video should clearly communicate the fundamental rules governing cleaning materials in your organisation. Walk through each requirement methodically so viewers understand their obligations.

Identifying Safe Products

Explain your product selection approach:

"Responsible persons identify sanitising and cleaning products which are safe for the preparation of drinks and food stuff, and to avoid use of hazardous substances where possible. Our first priority is always to find products that achieve the cleaning result without posing unnecessary risks."

Give practical examples:

"This means choosing products that are effective but less hazardous where alternatives exist. For instance, we might choose a product with lower corrosivity that still achieves the required level of sanitisation, rather than defaulting to the strongest available option."

Cleaning Protocols and Timing

Explain your scheduling approach:

"We identify protocols that minimise risk to our customers and ensure cleaning is undertaken regularly and where possible outside of opening hours. This reduces the chance of customers being exposed to cleaning products or wet surfaces."

Describe what this means in practice:

"Deep cleaning activities using stronger products are scheduled for times when the premises are closed or areas can be isolated. Routine cleaning during operating hours uses products and methods that minimise disruption and exposure."

Initial Product Assessment

Walk through your assessment process:

"We assess all products to identify if any products have the potential to cause harm when used. This is an initial screening—we look at the product label, check the hazard pictograms, and review the safety data sheet to understand what risks the product might pose."

Explain what you look for:

"We are looking for information about the product's hazards—is it corrosive, irritant, toxic, or harmful? What are the exposure routes—skin contact, inhalation, eye contact? What precautions does the manufacturer recommend? This initial assessment tells us whether we need a full COSHH risk assessment."

COSHH Risk Assessments

Explain when full assessments are required:

"We complete a documented risk assessment for any product used by employees identified as a hazardous substance following initial assessment. This is a COSHH assessment—it documents the hazards, who might be harmed, how exposure could occur, and what controls we put in place."

Describe assessment content:

"The COSHH assessment includes the new hazard symbols—pictograms—as per the Code of Practice 2015. It covers the product's hazards, the tasks it is used for, who uses it, what control measures are in place, what PPE is required, and what to do in an emergency."

PPE Provision

Explain your approach to protective equipment:

"We provide personal protective equipment to staff if identified as required by risk assessment for the safe use of the product. PPE is not optional when the assessment says it is needed—it is a control measure that protects employees from harm."

Give examples:

"Different products require different protection. Some might only need gloves. Others might require eye protection, aprons, or respiratory protection depending on the hazards involved. The PPE specified in the COSHH assessment must be worn when using that product."

Staff Training

Describe your training requirements:

"We inform and train all staff on the hazards and risks from the substances with which they work and the use of control measures developed to minimise the risks. This is not optional—everyone who uses cleaning products must understand the risks and know how to protect themselves."

Explain what training covers:

"Training covers what hazards the products pose, how exposure could occur, what control measures to use, what PPE is required and how to use it, what to do if something goes wrong, and where to find more information. Staff cannot use products they have not been trained on."

Spill Response Equipment

Explain your spill kit provision:

"We provide cleaning equipment and spill kits for accidental release of products used, including cooking oils. Spills happen—having the right equipment available means they can be dealt with quickly and safely."

Describe what is provided:

"Spill kits contain absorbent materials appropriate for the substances used, along with PPE for the person dealing with the spill. Cleaning equipment allows proper cleanup rather than improvised responses that might spread contamination."

Storage Requirements

Walk through your storage arrangements:

"We ensure adequate space is provided for the safe storage of cleaning equipment and personal protective equipment. Products need to be stored securely, away from incompatible materials, and where spills or leaks cannot cause harm."

Explain storage principles:

"Chemical storage follows basic principles—corrosive products not stored above eye level, incompatible chemicals separated, containers clearly labelled, and access controlled to prevent unauthorised use. PPE is stored nearby but protected from contamination."

Sluice Facilities

Explain your sluice provision:

"We provide sluice facility for floor cleaning activities. A sluice allows dirty water and cleaning solutions to be disposed of safely, rather than being emptied into inappropriate drains or areas where they could cause harm."

Access to Information

Describe how staff access safety information:

"Assessments and data sheets, which are retained by the company, will be made available to all staff. These include information relating to first aid provision. Staff have the right to know about the hazards of products they work with and how to respond to problems."

Explain obtaining additional information:

"Where additional information is required on a product or process, responsible persons must contact the manufacturer for the safety data sheet or instruct a competent person within the organisation to undertake this task on their behalf. We do not use products without proper safety information."

Monitoring and Review

Explain your ongoing oversight:

"We monitor and review cleaning processes and control measures for their continued effectiveness. Products change, tasks change, and what worked previously may need updating. Regular review ensures our controls remain appropriate."

Step 4: Demonstrate or Walk Through the Process

This section guides viewers through how your cleaning materials arrangements work in practice. Use real examples and scenarios to bring the procedures to life.

Demonstrating Product Selection

Walk through how you evaluate a product:

"Let me show you how we assess a new cleaning product before introducing it. First, I look at the product label. This label shows hazard pictograms—in this case, [specific pictograms]. These tell me immediately what type of hazards this product poses."

Explain the decision process:

"I check whether there is a less hazardous alternative that would achieve the same result. If this product is the best option, I obtain the safety data sheet from the manufacturer. The SDS gives me detailed information about hazards, safe handling, required PPE, and first aid measures."

Show comparison:

"For example, we might have two products that both sanitise surfaces effectively. If one is an irritant and the other is corrosive, we would prefer the irritant unless there is a specific reason to need the stronger product. Avoiding hazards is better than controlling them."

Demonstrating Hazard Pictograms

Show examples of pictograms:

"All COSHH assessments include the new hazard symbols—pictograms—as per the Code of Practice 2015. Let me show you what the main pictograms mean."

Walk through each relevant pictogram:

"This pictogram—the exclamation mark—indicates the product is an irritant or harmful. This one—showing corrosion—means the product can cause burns or damage surfaces. This flame symbol indicates flammability. Understanding these symbols tells you at a glance what type of hazard you are dealing with."

Show labels on actual products:

"Here on this product, you can see the pictograms clearly displayed. This tells me this product is [specific hazard]. The label also shows hazard statements and precautionary statements that give more detail about the risks and how to handle the product safely."

Walking Through a COSHH Assessment

Demonstrate the assessment process:

"Let me walk you through how we complete a COSHH assessment. This is the assessment for [specific product]. It starts with product identification—name, manufacturer, and the hazard pictograms."

Show each section:

"The assessment describes how the product is used—what tasks, what areas, how often. It identifies who uses it and who else might be exposed. It describes the hazards—in this case, [specific hazards]—and how exposure could occur."

Cover control measures:

"This section lists the control measures we have put in place. For this product, that includes [specific controls]—ventilation, PPE requirements, handling procedures, and storage requirements. The assessment also covers what to do in an emergency—first aid measures, spill response, and who to contact."

Demonstrating PPE for Cleaning

Show relevant protective equipment:

"When using this product, the COSHH assessment requires [specific PPE]. Let me show you what that looks like and how to use it correctly."

Demonstrate donning PPE:

"These gloves are chemical-resistant and rated for use with this type of product. Notice they extend past the wrist to protect the forearm. Put them on like this, checking for tears or damage first. These safety glasses protect against splashes—they must be worn whenever handling the concentrated product."

Explain why each item matters:

"Each piece of PPE protects against a specific risk. The gloves prevent skin contact with the corrosive product. The glasses prevent eye splashes. Without this protection, contact could cause burns or irritation. The PPE requirement is not optional—it is a control measure identified as necessary by the risk assessment."

Walking Through Training

Describe your training approach:

"Before anyone uses a cleaning product, they receive training on that specific product. Training covers the hazards—what harm the product could cause—the risks—how they might be exposed—and the controls—what to do to stay safe."

Show training materials:

"We use the COSHH assessment and safety data sheet in training. Staff see what pictograms are on the product, understand what they mean, learn what PPE they must wear, and know what to do if something goes wrong. Training is documented and refreshed when products change."

Demonstrate knowledge check:

"After training, we check understanding. Can you identify the hazard pictograms on this product? What PPE do you need to wear? What would you do if you got this on your skin? Staff must be able to answer these questions before they use the product unsupervised."

Demonstrating Spill Response

Show spill kit contents:

"This is our spill kit for cleaning product spills. It contains [list contents]—absorbent materials, PPE for the person dealing with the spill, disposal bags, and instructions."

Walk through spill procedure:

"If a cleaning product spills, the first step is to assess the situation—what has spilled and how much? Then put on PPE before approaching. Use absorbent materials to contain and absorb the spill, working from the outside in to prevent spreading. Collect the contaminated absorbent in the disposal bag and dispose of it properly."

Explain different scenarios:

"Different products need different responses. For most cleaning products, our standard spill kit is appropriate. For larger spills or more hazardous products, we might need to evacuate the area and call for specialist assistance. The COSHH assessment and SDS give guidance on spill response for each product."

Demonstrating Storage Arrangements

Walk through your chemical store:

"This is where we store cleaning products. Notice the organisation—corrosive products are stored at low level so they cannot fall onto people. Incompatible products are kept separate. All containers are labelled and in good condition."

Show security measures:

"Access to this area is controlled. Products cannot be taken without authorisation, and only trained staff can handle the more hazardous items. This prevents untrained people from being exposed to risks they do not understand."

Show PPE storage:

"PPE is stored here, near the products but protected from contamination. Gloves, eye protection, and aprons are ready for use. When staff need to use these products, they know where to find the PPE they need."

Demonstrating Access to Information

Show your SDS file:

"Safety data sheets for all our products are kept here. Staff can access these at any time. Let me show you how to find information in an SDS."

Walk through an SDS:

"The SDS has 16 sections. Section 2 gives hazard identification—what the product can do. Section 4 covers first aid measures—what to do if someone is exposed. Section 8 describes exposure controls and PPE. If you need to know something about a product, the answer is usually in the SDS."

Explain first aid information:

"These documents include information relating to first aid provision. If someone gets a product in their eyes, swallows it, or gets it on their skin, the SDS tells you what immediate action to take. This information is critical in an emergency."

Step 5: Highlight Common Mistakes

Understanding common errors helps viewers avoid them. For each mistake, explain what goes wrong and how to prevent it.

Mistake 1: Not Assessing Products Before Use

Signs this is happening: New cleaning products introduced without any assessment. No awareness of hazards posed by products being used. Staff using products they know nothing about.

How to avoid it: Assess every product before it is used. Check labels, obtain safety data sheets, and complete COSHH assessments where required. Never introduce a product without understanding its hazards.

Mistake 2: Not Completing COSHH Assessments for Hazardous Substances

Signs this is happening: Products with hazard pictograms in use without documented assessments. No record of what control measures are required. Assessments not updated when products change.

How to avoid it: Complete documented COSHH assessments for all products identified as hazardous. Keep assessments current—review when products change or new information becomes available.

Mistake 3: Using More Hazardous Products Than Necessary

Signs this is happening: Strong chemicals used when milder alternatives would work. No consideration of whether less hazardous products could achieve the same result. Default to the most powerful option rather than the safest effective option.

How to avoid it: Always consider whether a less hazardous alternative exists. Choose products that are effective but pose minimum risk. Only use more hazardous products when genuinely necessary.

Mistake 4: Not Providing Required PPE

Signs this is happening: COSHH assessments specify PPE but it is not available. Staff using hazardous products without protection. PPE worn inconsistently or incorrectly.

How to avoid it: Ensure PPE identified in COSHH assessments is provided and available where products are used. Train staff on correct use. Enforce PPE requirements consistently.

Mistake 5: Inadequate Staff Training

Signs this is happening: Staff unaware of product hazards. Control measures not followed because staff do not know about them. No training records. Staff unable to explain what to do if something goes wrong.

How to avoid it: Train all staff on the hazards and risks from substances they work with and the control measures to use. Document training. Verify understanding before allowing unsupervised use.

Mistake 6: Safety Data Sheets Not Available

Signs this is happening: Products in use without SDSs on file. Staff cannot find safety information when needed. No first aid information available in emergencies.

How to avoid it: Obtain and retain SDSs for all products. Make them accessible to all staff. Review SDSs when products change or are reformulated.

Mistake 7: Inadequate Spill Response Equipment

Signs this is happening: No spill kits available. Spill kits not appropriate for products used. Spills dealt with using improvised materials. No PPE available for spill response.

How to avoid it: Provide spill kits appropriate for the products used. Check kits regularly and replenish after use. Ensure staff know where kits are and how to use them.

Mistake 8: Poor Chemical Storage

Signs this is happening: Products stored haphazardly. Incompatible chemicals stored together. Corrosive products stored at height. Containers unlabelled or in poor condition.

How to avoid it: Provide adequate, organised storage. Separate incompatible products. Store hazardous items at appropriate heights. Keep containers labelled and in good condition.

Mistake 9: Cleaning During Inappropriate Times

Signs this is happening: Strong cleaning products used during busy periods. Customers exposed to fumes or wet surfaces. Cleaning activities creating hazards for others.

How to avoid it: Schedule cleaning activities to minimise exposure to others. Use less hazardous products during operating hours where possible. Conduct deep cleaning outside opening hours.

Mistake 10: Not Monitoring and Reviewing Arrangements

Signs this is happening: COSHH assessments unchanged for years despite product changes. Control measures not checked for effectiveness. No review of whether arrangements are working.

How to avoid it: Monitor and review cleaning processes and control measures regularly. Update assessments when products change. Check that controls remain effective and adjust as needed.

Step 6: Summarise the Key Takeaways

Conclude your video by reinforcing the essential elements of your cleaning materials arrangements. This summary helps viewers remember the key points and understand their role in making the system work.

Recording Your Summary

Bring together the main themes:

"To summarise our cleaning materials arrangements: We have a duty to protect the welfare, safety, and health of our employees who work with cleaning and sanitising products. We also have a duty to others who may be affected by these products."

Cover product selection:

"Responsible persons identify sanitising and cleaning products which are safe for use and avoid hazardous substances where possible. We identify protocols that minimise risk and schedule cleaning appropriately."

Address assessment:

"We assess all products to identify if they have potential to cause harm. For hazardous substances, we complete documented COSHH risk assessments that include the new hazard pictograms. These assessments identify the controls needed to protect people."

Cover PPE and training:

"We provide personal protective equipment where required by risk assessment. We inform and train all staff on the hazards and risks from substances they work with and the control measures to minimise those risks."

Address equipment and facilities:

"We provide cleaning equipment and spill kits for accidental releases. We ensure adequate storage space for chemicals and PPE. We provide sluice facilities for floor cleaning activities."

Cover information access:

"Assessments and safety data sheets are retained and made available to all staff, including first aid information. Where additional information is required, we contact manufacturers or instruct competent persons to obtain it."

Conclude with monitoring:

"We monitor and review cleaning processes and control measures for their continued effectiveness."

Final Statement

End with a clear commitment:

"Cleaning products are essential for maintaining safe, hygienic premises, but they must be managed properly to protect those who use them and those who may be affected. By following these arrangements consistently, we ensure cleaning activities contribute to safety rather than creating new risks. Our COSHH arrangements protect our employees while enabling them to do their jobs effectively."

Bringing It All Together

Your cleaning materials video should demonstrate comprehensive arrangements covering the selection, assessment, use, and control of cleaning and sanitising products throughout your organisation. From choosing safer alternatives where possible, through to training staff and responding to incidents, each element supports the overall goal of protecting people from chemical hazards.

Remember that the hierarchy of control applies to cleaning products—avoiding hazardous substances is better than controlling exposure to them. Your video should reflect this principle while showing robust arrangements for situations where hazardous products are necessary.

The key elements to cover are:

  • Product selection: Identifying safe products and avoiding unnecessary hazards
  • Cleaning protocols: Timing activities to minimise exposure to others
  • Initial assessment: Screening all products for potential harm
  • COSHH assessments: Documenting risk assessments for hazardous substances
  • Hazard pictograms: Including current symbols in assessments
  • PPE provision: Providing protection identified as required
  • Staff training: Informing employees of hazards, risks, and controls
  • Spill equipment: Providing kits for accidental releases
  • Storage arrangements: Adequate space for chemicals and PPE
  • Sluice facilities: Proper disposal for floor cleaning
  • Information access: Making SDSs and assessments available to staff
  • Monitoring and review: Checking continued effectiveness of controls

By demonstrating each of these elements clearly, your video provides evidence of a functioning COSHH management system for cleaning materials that protects your workforce and others while maintaining the cleanliness and hygiene of your premises.