How to Record a Lifting Equipment Video for Your Health and Safety System

Why Record a Lifting Equipment Video?

Lifting equipment, particularly passenger lifts, requires specific management arrangements to ensure ongoing safety. The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) set out requirements for the thorough examination and testing of lifting equipment, including passenger lifts.

A video recording supports effective management of lifting equipment safety in several important ways. It allows you to explain the legal requirements clearly to all staff. It demonstrates the organisation's commitment to proper maintenance and examination schedules. It ensures everyone understands who is responsible for managing these arrangements. And it reinforces the importance of never overlooking statutory testing requirements.

By recording a lifting equipment video, you help employees understand the safety arrangements in place, recognise the importance of thorough examinations, and know who to contact if they have concerns about lifting equipment. Proper management of lifting equipment protects everyone who uses it.

Step 1: Set the Scene and Context

Opening Your Video

Begin by establishing why lifting equipment requires specific attention and the legal framework that applies. The tone should be informative and clear—these are important legal requirements that protect people from serious harm.

Sample opening script:

"Welcome to our lifting equipment safety training. In this video, we'll explain the legal requirements for lifting equipment, particularly passenger lifts, what we do to ensure they remain safe, and who is responsible for managing these arrangements.

The Lifting Operations and Lifting Equipment Regulations 1998, commonly known as LOLER, require that lifting equipment is thoroughly examined and tested regularly to ensure it remains safe for use.

Even when passenger lifts are not used for work purposes—for example, when they're used by members of the public visiting our premises—we still have responsibilities under health and safety legislation. Section 3 of the Health and Safety at Work Act imposes responsibilities on employers for the health and safety of people they don't employ, so far as reasonably practicable.

This means we have a duty to ensure that others who might be affected by the operation of passenger lifts on our premises are not exposed to risk from lifting operations and lifting equipment."

Explaining Why This Matters

Help employees understand why lifting equipment requires such careful attention.

Talking points:

• Lifting equipment failure can result in serious injury or death
• Passenger lifts carry people—the consequences of failure are severe
• Regular thorough examination ensures equipment remains capable of safe operation
• Routine maintenance alone does not meet legal requirements
• Specific statutory testing is required at defined intervals
• Everyone who uses the lift—employees, visitors, members of the public—depends on proper management

The Organisation's Commitment

Explain the organisation's duty regarding lifting equipment.

Sample script:

"We have a duty to ensure that others who might be affected by the operation of passenger lifts on our premises are not exposed to risk from lifting operations and lifting equipment.

As the risks may be the same as when using lifts in connection with work, a similar regime of maintenance, inspection and examination to that required under LOLER and PUWER—the Provision and Use of Work Equipment Regulations—will be entirely reasonably practicable in managing the risks.

Responsible persons identified in our responsibility documentation are responsible for addressing these safety arrangements for the management of passenger lifts on our premises. This video explains what those arrangements are and why they matter."

Step 2: Plan What to Record vs Write

Content That Works Best on Video

Lifting equipment management is largely about ensuring proper processes are followed. Video works well for explaining why these processes matter and who is responsible. Prioritise these elements:

Record on video:

• Why LOLER requirements apply and what they mean in practice
• The difference between routine maintenance and thorough examination
• Who is responsible for ensuring examinations take place
• What happens during a thorough examination
• The importance of acting on examination findings
• How to report concerns about lift safety
• The consequences of not meeting requirements

Document in writing:

• Specific examination schedules and due dates
• Contact details for the competent person or examination company
• Records of all thorough examinations
• Maintenance schedules and service records
• Responsibility assignments with named individuals
• Procedures for reporting defects or concerns

Structuring Your Recording

Plan your video to flow from legal requirements through to practical responsibilities. A logical structure might be:

1. Why lifting equipment requires specific management
2. The legal framework (LOLER and related legislation)
3. The difference between maintenance and thorough examination
4. Examination requirements and frequencies
5. Who is responsible for what
6. What to do if you have concerns

Step 3: Explain the Core Rules and Requirements

The Legal Framework

Explain the legislation that applies to lifting equipment.

Sample script:

"The Lifting Operations and Lifting Equipment Regulations 1998—LOLER—require that lifting equipment is properly maintained and regularly examined. Current legislation requires a competent person to carry out regular thorough examinations and tests of passenger lifts to ensure that they remain capable of lifting and supporting their safe working load.

This is a specific test and examination for statutory purposes. It's important to understand that routine maintenance alone will not meet this legal requirement. The thorough examination is a separate, specific requirement that must be met in addition to normal maintenance.

Many employers choose to use an engineer surveyor employed by an insurance company to carry out these examinations. This provides independent assurance that the examination has been conducted properly by someone with the necessary competence."

Examination Frequency

Explain how often thorough examinations must take place.

Sample script:

"The frequency of thorough examination depends on the type of lifting equipment and how it's used. For passenger lifts—lifts that are used to lift people—thorough examination is required every six months.

This six-monthly requirement reflects the higher risk associated with lifting people compared to lifting goods. The consequences of equipment failure when people are being lifted are severe, so more frequent examination is required.

This examination schedule is not optional—it's a legal requirement. Missing or delaying examinations exposes people to risk and exposes the organisation to enforcement action."

Maintenance Versus Thorough Examination

Clarify the difference between routine maintenance and statutory examination.

Talking points:

• Routine maintenance keeps the lift running smoothly day to day
• Maintenance alone does not meet the legal requirement for thorough examination
• Thorough examination is a specific statutory test
• Examination checks that the lift remains capable of lifting and supporting its safe working load
• Both maintenance and examination are required—they serve different purposes
• Don't assume that because maintenance is being done, examination requirements are met

Competent Persons

Explain who can carry out thorough examinations.

Sample script:

"Thorough examinations must be carried out by a competent person. A competent person is someone who has the necessary knowledge, skills, and experience to carry out the examination properly and to identify any defects or weaknesses.

Many employers use an engineer surveyor employed by an insurance company. This provides several benefits: the examiner is independent, their competence is assured, and the insurance company has a direct interest in ensuring examinations are thorough.

Whatever arrangement you use, ensure that the person carrying out thorough examinations has the necessary competence. This isn't work that can be done by just anyone—it requires specific expertise."

Responsibilities

Explain who is responsible for ensuring these arrangements are in place.

Sample script:

"Responsible persons identified in our house responsibility chart are responsible for addressing these safety arrangements for the management of passenger lifts on our premises.

This means they are responsible for ensuring thorough examinations take place at the required intervals, that any findings from examinations are acted upon, that proper records are maintained, and that the lift remains safe for use.

If you're not sure who the responsible person is for lifting equipment at your location, ask your manager. Everyone should know who to contact if they have concerns about lift safety."

Step 4: Demonstrate or Walk Through the Process

What Happens During a Thorough Examination

Walk through what the examination process involves.

Sample script:

"During a thorough examination, the competent person will check all the safety-critical components of the lift. This includes checking that the lift remains capable of lifting and supporting its safe working load.

The examination covers mechanical components, safety devices, control systems, and the physical condition of the equipment. The examiner is looking for wear, damage, corrosion, or any other deterioration that could affect safe operation.

Following the examination, the examiner will provide a report. This report will confirm whether the lift is safe to continue in use, identify any defects found, and specify any work needed. If serious defects are found, the lift may need to be taken out of service until repairs are completed."

Acting on Examination Findings

Explain what happens when defects are identified.

Talking points:

• Examination reports must be reviewed promptly
• Any defects identified must be addressed
• Serious defects may require immediate action—potentially taking the lift out of service
• Less serious defects should be addressed within specified timeframes
• Records should be kept of actions taken
• Don't ignore examination findings—they identify genuine safety issues

Maintaining Records

Explain the importance of proper documentation.

Sample script:

"Proper records of thorough examinations must be maintained. These records demonstrate that examinations have taken place as required and provide evidence of compliance with legal requirements.

Keep examination reports filed and accessible. They may be needed to demonstrate compliance during inspections or investigations. They also provide a history of the equipment's condition over time, which can be valuable for identifying developing problems.

Records should include the date of examination, who carried it out, what was found, and what actions were taken in response to any findings."

Reporting Concerns

Explain what staff should do if they have concerns about lift safety.

Sample script:

"If you have any concerns about the safety of a passenger lift or other lifting equipment, report them immediately. Don't assume someone else has noticed or that it's not important.

Concerns might include unusual noises, jerky movement, doors not operating properly, or anything else that doesn't seem right. Even if you're not sure whether something is a genuine problem, report it so it can be checked.

Report concerns to the responsible person for lifting equipment, or to your manager if you're not sure who that is. Your observation might prevent an incident."

Step 5: Highlight Common Mistakes

Mistake 1: Confusing Maintenance with Thorough Examination

Signs this is happening:

• The lift is serviced regularly but thorough examinations aren't scheduled
• Staff believe routine maintenance satisfies all legal requirements
• No separate examination schedule exists
• Examination reports can't be produced when requested
• There's confusion about what LOLER requires

How to avoid it:

Understand that maintenance and thorough examination are separate requirements. Both are needed. Establish a clear schedule for thorough examinations that is separate from the maintenance schedule. Ensure responsible persons understand the difference and that examination records are maintained separately from maintenance records.

Mistake 2: Missing Examination Deadlines

Signs this is happening:

• Examinations happen late or are overdue
• There's no tracking system for when examinations are due
• Examinations are scheduled only when someone remembers
• The examination interval has been exceeded
• Compliance is reactive rather than planned

How to avoid it:

Establish a clear schedule for thorough examinations with reminders well in advance. For passenger lifts, this means scheduling examinations every six months. Set up calendar reminders or other tracking systems. Don't wait until the examination is due before arranging it—plan ahead.

Mistake 3: Not Acting on Examination Findings

Signs this is happening:

• Examination reports are filed without being reviewed
• Defects identified in examinations persist
• There's no process for tracking actions from examination reports
• The same issues appear in successive examinations
• Recommendations are treated as optional

How to avoid it:

Establish a process for reviewing examination reports as soon as they're received. Identify any defects or recommendations and assign responsibility for addressing them. Track progress on actions and don't close them until work is complete. Treat examination findings seriously—they identify genuine safety issues.

Mistake 4: Using Non-Competent Examiners

Signs this is happening:

• Examinations are done by whoever is available
• There's no verification of examiner competence
• The same person does maintenance and examination without appropriate qualifications
• Examination reports lack technical detail
• There's no independent assurance of examination quality

How to avoid it:

Ensure thorough examinations are carried out by genuinely competent persons. Consider using engineer surveyors employed by insurance companies. Verify qualifications and experience before engaging examiners. Maintain records of who conducts examinations and their competence to do so.

Mistake 5: Poor Record Keeping

Signs this is happening:

• Examination reports can't be found when needed
• There's no systematic filing of examination records
• It's unclear when the last examination took place
• Records are incomplete or informal
• Documentation can't demonstrate compliance

How to avoid it:

Establish a proper filing system for examination reports and related documentation. Keep records organised and accessible. Ensure records include all required information. Review records periodically to ensure they're complete and up to date. Proper records demonstrate compliance and provide valuable equipment history.

Mistake 6: Unclear Responsibilities

Signs this is happening:

• No one knows who is responsible for arranging examinations
• Responsibilities haven't been formally assigned
• Different people assume someone else is handling it
• There's no accountability for compliance
• Examination requirements fall through the gaps

How to avoid it:

Clearly assign responsibility for lifting equipment management to named individuals. Document these assignments in your responsibility chart. Ensure responsible persons understand what's expected of them. Review responsibilities when people change roles. Everyone should know who to contact about lifting equipment concerns.

Mistake 7: Ignoring Staff Concerns

Signs this is happening:

• Staff report concerns but nothing happens
• There's no clear process for reporting lift problems
• Issues are dismissed without investigation
• Staff stop reporting because it makes no difference
• Problems persist until they cause incidents

How to avoid it:

Establish a clear process for staff to report concerns about lifting equipment. Take all reports seriously and investigate them. Provide feedback to reporters on what was found and what action was taken. Create a culture where reporting concerns is valued and leads to action.

Mistake 8: Operating Defective Equipment

Signs this is happening:

• Lifts continue to operate despite known defects
• There's pressure to keep equipment running regardless of condition
• Defects are downplayed or normalised
• "It's always been like that" responses to concerns
• Safety is compromised for convenience

How to avoid it:

Never operate lifting equipment with known safety defects. If an examination identifies serious defects, take the equipment out of service until repairs are completed. Don't allow pressure for convenience to override safety requirements. Understand that operating defective equipment creates liability and puts people at risk.

Mistake 9: Treating Requirements as Optional

Signs this is happening:

• Examination requirements are seen as bureaucracy
• Compliance depends on time and budget availability
• Requirements are followed only when convenient
• There's no sense of legal obligation
• "We'll get around to it" attitudes persist

How to avoid it:

Understand that thorough examination requirements are legal obligations, not optional best practice. Non-compliance can result in enforcement action, fines, and prosecution. More importantly, these requirements exist to prevent serious harm. Treat them as non-negotiable baseline requirements for operating lifting equipment.

Mistake 10: No Contingency for Equipment Failure

Signs this is happening:

• There's no plan for what happens if a lift must be taken out of service
• Equipment failures cause panic and pressure for quick fixes
• Safety compromises are made to restore service quickly
• There's no alternative access provision
• Failures are treated as unexpected despite equipment age or condition

How to avoid it:

Plan for the possibility that lifting equipment may need to be taken out of service. Consider how people with mobility needs will be accommodated if lifts are unavailable. Don't allow pressure to restore service to compromise proper repair procedures. Accept that equipment failures happen and plan accordingly.

Step 6: Summarise the Key Takeaways

Closing Your Video

End with a clear summary that reinforces the key messages and everyone's role in lifting equipment safety.

Sample closing script:

"Let's summarise the key points from this training.

The Lifting Operations and Lifting Equipment Regulations 1998 require that lifting equipment, including passenger lifts, is thoroughly examined and tested regularly. Even when lifts are not used for work purposes, we have responsibilities under health and safety legislation for anyone who might be affected by their operation.

Current legislation requires a competent person to carry out regular thorough examinations and tests to ensure that lifts remain capable of lifting and supporting their safe working load. This is a specific statutory requirement—routine maintenance alone will not meet it.

For passenger lifts, thorough examination is required every six months. Many employers use engineer surveyors employed by insurance companies to carry out these examinations.

We have a duty to ensure that others who might be affected by the operation of passenger lifts on our premises are not exposed to risk from lifting operations and lifting equipment.

Responsible persons identified in our responsibility documentation are responsible for addressing these safety arrangements. They ensure examinations take place, findings are acted upon, and proper records are maintained.

Your role is to report any concerns about lift safety immediately. If something doesn't seem right—unusual noises, jerky movement, doors not operating properly—report it. Don't assume someone else has noticed.

Proper management of lifting equipment protects everyone who uses it. Thank you for your attention to this important topic."

Final Checklist

Before finalising your video, confirm you have covered:

• The legal framework (LOLER and related legislation)
• Why requirements apply even when lifts aren't used for work purposes
• The duty to protect everyone who might be affected
• The difference between maintenance and thorough examination
• Examination frequency (six months for passenger lifts)
• The requirement for competent persons to conduct examinations
• What happens during a thorough examination
• Acting on examination findings
• Record keeping requirements
• Responsibility assignments
• How to report concerns
• What to do if equipment must be taken out of service

Additional Recording Tips

Using Your Location

If you have passenger lifts on your premises, consider filming near them (though not in a way that creates safety issues). This makes the training immediately relevant to staff who use those specific lifts.

Showing Documentation

Consider showing examples of examination reports and how they're filed. This makes the record-keeping requirements tangible and helps staff understand what proper documentation looks like.

Interviewing Responsible Persons

Consider including a brief segment where the responsible person for lifting equipment explains their role. This personalises the responsibility and gives staff a face to associate with lift safety.

Addressing Specific Equipment

If you have different types of lifting equipment with different examination requirements, consider addressing each specifically. Generic training is useful, but specific guidance for your actual equipment is more valuable.

Conclusion

A well-produced lifting equipment video helps communicate your organisation's commitment to managing these important safety arrangements and ensures everyone understands the legal requirements and their role in maintaining safety. By covering LOLER requirements, thorough examination schedules, the difference between maintenance and statutory testing, and responsibility assignments, you create a comprehensive training resource.

Remember that the video is part of a broader approach. It should be supported by proper examination schedules, competent persons conducting examinations, prompt action on findings, proper record keeping, and clear responsibility assignments. Lifting equipment management requires ongoing attention—it's not something you set up once and forget.

Your lifting equipment video demonstrates that you take these requirements seriously and that proper arrangements are in place to protect everyone who uses the equipment. When these arrangements work effectively, lifting equipment remains safe and reliable for everyone who depends on it.