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

Step 1: Set the Scene and Context

Your Personal Protective Equipment video needs to demonstrate that you have robust arrangements for protecting employees when other control measures cannot fully eliminate hazards. The Personal Protective Equipment at Work Regulations 1992 (as amended 2002) require you to identify PPE needs, provide suitable equipment, ensure it is used correctly, and maintain it in good condition.

Why PPE Matters for Your Health and Safety System

PPE represents the final barrier when engineering controls, safe systems of work, and other measures cannot fully protect employees from hazards. Your video should establish why proper PPE arrangements are critical:

Risk Assessment Connection

Explain on camera that PPE requirements flow directly from your risk assessment process. You might say:

"PPE is never our first choice for controlling hazards—we always look at eliminating risks or using engineering controls first. But when those measures cannot fully protect our employees, we identify what personal protective equipment is needed through our risk assessment process."

Legal Framework

Briefly reference the regulations that govern PPE provision. This helps demonstrate your compliance awareness:

"Under the Personal Protective Equipment at Work Regulations 1992, we are required to provide suitable PPE free of charge when risks cannot be adequately controlled by other means. We also have duties to maintain equipment, provide training, and ensure PPE is actually used when required."

Scope of Your Arrangements

Give viewers an overview of what your PPE arrangements cover:

"Our PPE arrangements cover everything from identifying what equipment is needed, through to monitoring that our systems are working effectively. I will walk you through each element of these arrangements in this video."

Setting Up Your Recording Location

Choose a location that demonstrates your PPE provisions in action. Consider recording near your PPE storage area, in a workspace where PPE is regularly used, or in a training area where you can demonstrate equipment. Have examples of different PPE types available to show on camera.

Step 2: Plan What to Record vs Write

Your PPE 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

PPE Identification Process

Record yourself explaining how risk assessments identify PPE requirements:

"When we complete a risk assessment and identify a hazard that cannot be fully controlled through other means, we determine what PPE is needed. For example, if noise levels in an area exceed safe limits despite acoustic controls, we identify that hearing protection is required."

Equipment Demonstrations

Show examples of PPE used in your workplace and explain their purpose:

"This is the type of eye protection we provide for tasks involving chemical splashes. Notice how it creates a seal around the eyes rather than just providing a barrier in front—this is important because splashes can come from any angle."

Training Overview

Demonstrate key aspects of how employees learn to use PPE:

"All employees receive training on how to wear and care for their PPE before they start work. Let me show you what this training covers..."

Storage Arrangements

Walk viewers through your PPE storage facilities:

"PPE is stored here when not in use. The storage area is clean, dry, and protects equipment from damage. Each type of equipment has its designated place, making it easy for employees to find what they need."

Enforcement Approach

Explain how you ensure PPE is actually worn:

"If someone is observed working without required PPE, we stop the work immediately. The person is informed of both the legal requirements and our company policy, and they cannot continue until they have the correct equipment."

What Works Best as Written Documentation

Issue Records

Keep written logs of PPE issued to each employee, including dates, equipment types, sizes, and signatures confirming receipt.

Training Records

Maintain documented evidence of PPE training for each employee, including what was covered, when training occurred, and assessment of competence.

Inspection and Maintenance Logs

Record scheduled inspections, maintenance activities, replacements, and any defects identified.

Risk Assessment Records

The detailed risk assessments that identify PPE requirements should be documented in writing with full hazard analysis.

Supplier Information

Keep written records of approved suppliers, product specifications, CE certification, and ordering procedures.

Explaining Your Documentation System on Video

You can reference your written records without reading them out in full:

"Every time we issue PPE to an employee, we record it in our issue log. This creates a clear trail showing who has what equipment, when it was issued, and confirms they received training on its use. I will show you an example of how we complete these records..."

Step 3: Explain the Core Rules and Requirements

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

Identifying PPE Through Risk Assessment

Explain how you determine what PPE is needed:

"We identify PPE requirements through our risk assessment process. When we assess a task or work area, we look at what hazards are present and whether they can be eliminated or controlled through other means. Where residual risks remain, we determine what PPE provides adequate protection."

Give a practical example:

"For instance, when assessing work in our [specific area], we identified exposure to [specific hazard]. Engineering controls reduce this exposure but cannot eliminate it entirely, so we have determined that [specific PPE] is required for anyone working in that area."

Ensuring Adequate Supplies

Demonstrate your approach to maintaining PPE stock:

"We ensure adequate supplies of all necessary protective equipment are available. This means we never run out of essential PPE—when stock gets low, we reorder before supplies are exhausted. Responsible persons monitor stock levels and have authority to order replacements as needed."

Show your storage or supply area:

"Here you can see our PPE supplies. We keep sufficient quantities of each item to meet normal demand plus a buffer for unexpected needs. Sizes are available to fit all employees—PPE that does not fit properly does not protect properly."

Recording Equipment Issue

Walk through your issue recording process:

"When we issue PPE to an employee, we keep a record. This documents what equipment was provided, when it was issued, and to whom. The employee signs to confirm they have received the equipment and understand how to use it."

Show an example record:

"This is our PPE issue record. You can see it captures the date, the employee's name, a description of the equipment issued, and their signature. This creates an audit trail showing we have fulfilled our duty to provide equipment."

Training Requirements

Explain your training arrangements:

"Before using any PPE, employees receive training so they know how to wear it safely and care for it properly. This training is not just a quick handover—it covers why the equipment is needed, how to put it on correctly, how to check it is working properly, how to store it, and what to do if there is a problem."

Demonstrate a training element:

"Let me show you what we cover in training. For this [specific PPE], employees learn to check [specific inspection point] before use, adjust [specific adjustment] for proper fit, and recognise signs of wear that would mean replacement is needed."

New Starter Requirements

Emphasise your onboarding approach:

"Any new starter is equipped with all necessary protective equipment before they are set to work. Not during their first week, not once they have settled in—before they start any work activity that requires protection. We will not allow someone to begin a task without the PPE they need."

Enforcement Policy

Be clear about your enforcement approach:

"Anyone observed not wearing required PPE while carrying out a task that requires it will be stopped and informed of both the legal requirements and our company policy. They cannot continue working until they have obtained the correct equipment. This is non-negotiable—PPE requirements exist to prevent injuries."

Equipment Suitability

Explain how you ensure PPE is appropriate:

"Responsible persons ensure that PPE is suitable for the specific process it is being used for. Generic PPE is not acceptable if a task requires specific protection levels. We obtain information and advice on correct equipment selection from specialist advisors when needed."

Give an example:

"For example, different chemicals require different types of glove material. We do not simply provide any gloves—we ensure the gloves provided are rated to protect against the specific chemicals being handled."

Maintenance, Cleaning and Replacement

Demonstrate your maintenance arrangements:

"We have arrangements for maintaining, servicing, cleaning, and replacing PPE where necessary. Some equipment needs regular cleaning to remain hygienic. Some needs periodic inspection to check it remains effective. And when equipment is damaged, worn, or past its service life, it is replaced."

Show examples where relevant:

"This respirator, for example, requires filter replacement at specified intervals. We track when filters were last changed and schedule replacements before they become ineffective."

Storage Facilities

Walk through your storage provisions:

"We provide facilities for storing PPE where necessary. Equipment that is thrown in a corner or left on a dirty floor will not perform properly when needed. Designated storage keeps PPE clean, dry, and ready for use."

Step 4: Demonstrate or Walk Through the Process

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

Demonstrating PPE Selection

Walk through how you select appropriate PPE for a task:

"Let me show you how we determine what PPE is needed for a specific task. We start with the risk assessment. Looking at this assessment for [specific task], you can see we have identified [specific hazards]. The control measures section shows what PPE is required: [list specific PPE]."

Explain the selection criteria:

"We select PPE based on the level of protection needed. For this task involving [specific hazard], we need [specific protection level]. This type of [PPE] is rated to provide that level of protection, which is why it has been specified."

Demonstrating Correct Fitting

Show how PPE should be fitted:

"PPE only works if it fits correctly. Let me demonstrate proper fitting for [specific PPE]. First, you check that you have the correct size—we stock sizes [range] to ensure everyone can get a proper fit. Then you put it on like this, adjusting [specific points] to achieve a secure seal/fit."

Show common fitting errors:

"A common mistake is [specific error]—this leaves [specific gap or problem] which defeats the purpose of the protection. The correct fit should look like this, with [specific features] properly positioned."

Demonstrating Pre-Use Checks

Walk through inspection procedures:

"Before using PPE, employees must check it is in good condition. For [specific PPE], that means checking [specific inspection points]. Look at [this feature]—if you see [specific defect], the equipment should not be used and needs replacing."

Show what defects look like:

"Here is an example of wear that would make this equipment unacceptable for use. You can see [specific wear indicators]. Compare that to equipment in good condition, where [specific features] are intact."

Walking Through the Issue Process

Demonstrate recording a PPE issue:

"When issuing PPE to an employee, I complete the record like this. I enter today's date, the employee's name, a description of the equipment—including size and any identifying numbers—and any notes about condition or special requirements. The employee then signs to confirm receipt."

Show the training confirmation:

"The record also shows that training was provided. Before signing, the employee confirms they understand how to wear the equipment, how to check it, and how to care for it. If they have questions, we address them before completing the issue."

Walking Through Stock Management

Show your stock monitoring process:

"We monitor stock levels regularly to ensure we never run short. Here you can see our current stock of [specific PPE]. When levels drop to this reorder point, we place an order to replenish supplies. This gives enough lead time that new stock arrives before we run out."

Demonstrate ordering procedures:

"Orders are placed through approved suppliers who provide equipment meeting our specifications. We do not accept substitutes that may not provide adequate protection—if our specified product is unavailable, we source from another approved supplier rather than accepting an alternative."

Walking Through Maintenance

Demonstrate maintenance activities:

"This [specific PPE] requires regular maintenance. The maintenance schedule shows when each activity is due. Today, I am going to demonstrate [specific maintenance activity]. This involves [describe process] and should be done [frequency]."

Show record keeping:

"After completing maintenance, I record what was done, when, and any issues identified. This creates a history for each piece of equipment showing it has been properly maintained throughout its service life."

Walking Through Enforcement

Describe how you handle non-compliance:

"If I observe someone working without required PPE, I approach them immediately. The conversation goes something like this: 'I notice you are not wearing [specific PPE] for this task. You know this is a requirement—both the law and our company policy require it. Please stop work until you have the correct equipment.'"

Explain follow-up:

"We do not simply issue a warning and walk away. We ensure the person obtains their PPE and is properly equipped before allowing work to resume. Repeated non-compliance triggers our disciplinary process because we cannot allow people to put themselves at risk."

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: Treating PPE as First Choice Rather Than Last Resort

Signs this is happening: Employees are issued PPE for hazards that could be eliminated or better controlled through other means. Risk assessments jump straight to PPE without exploring engineering controls. There is an over-reliance on PPE while ignoring the root causes of hazards.

How to avoid it: Follow the hierarchy of controls in your risk assessments. Always ask whether the hazard can be eliminated, substituted with something less hazardous, or controlled through engineering measures before specifying PPE. Document why PPE is necessary when other controls are not reasonably practicable.

Mistake 2: Issuing Generic PPE Without Checking Suitability

Signs this is happening: The same gloves are issued for all tasks regardless of the hazards involved. PPE specifications do not match the protection levels required by risk assessments. Employees complain that equipment does not seem appropriate for the task.

How to avoid it: Ensure PPE is specifically selected for each application. Check that protection ratings match the hazard severity. Consult technical data sheets and seek expert advice when unsure about equipment suitability.

Mistake 3: Failing to Provide Proper Fit

Signs this is happening: Limited sizes available, forcing some employees to use ill-fitting equipment. No fit testing conducted for equipment that requires it. Employees seen adjusting or removing PPE because it is uncomfortable.

How to avoid it: Stock a full range of sizes to accommodate all employees. Conduct fit testing where required, particularly for respiratory protection. Address comfort issues promptly—uncomfortable PPE tends to be removed or worn incorrectly.

Mistake 4: Inadequate Training on PPE Use

Signs this is happening: Employees unsure how to put equipment on correctly. PPE worn in ways that reduce its effectiveness. No records of training provided. Training consists only of handing over equipment without explanation.

How to avoid it: Provide thorough training covering why the PPE is needed, how to wear it correctly, how to check it is working, how to care for it, and what to do if there are problems. Assess competence and document training delivery.

Mistake 5: Not Recording Equipment Issue

Signs this is happening: No documentation showing what PPE was provided to whom. Uncertainty about whether employees have been given required equipment. Difficulty proving compliance if questioned by inspectors.

How to avoid it: Maintain an issue log capturing all PPE provided. Record dates, descriptions, employee names, and obtain signatures. Keep records organised and accessible for review or audit.

Mistake 6: Running Out of Essential PPE

Signs this is happening: Employees unable to obtain required PPE because stock is depleted. Work delayed while emergency orders are placed. Pressure to continue work without proper protection because equipment is unavailable.

How to avoid it: Monitor stock levels proactively and establish reorder points that trigger replenishment before supplies run out. Keep buffer stock for unexpected demand. Never allow work to proceed if required PPE is unavailable.

Mistake 7: Neglecting Maintenance and Replacement

Signs this is happening: PPE showing visible signs of wear or damage still in use. No maintenance schedules in place. Equipment past its service life continuing to be issued. Filters, cartridges, or consumable elements not replaced at required intervals.

How to avoid it: Establish maintenance schedules based on manufacturer recommendations. Conduct regular inspections and replace equipment showing wear or damage. Track service life and retire equipment when it reaches end of life.

Mistake 8: Poor Storage Damaging Equipment

Signs this is happening: PPE stored in dirty, damp, or unsuitable conditions. Equipment exposed to substances that could degrade it. Items thrown together rather than organised. Difficulty finding equipment when needed.

How to avoid it: Provide appropriate storage facilities that keep PPE clean, dry, and protected. Organise storage so equipment is easy to locate. Keep different types of PPE separated where cross-contamination could be an issue.

Mistake 9: Failing to Enforce PPE Requirements

Signs this is happening: Employees regularly seen working without required PPE. Non-compliance tolerated or ignored by supervisors. PPE requirements treated as optional rather than mandatory.

How to avoid it: Make expectations clear and enforce them consistently. Stop work immediately when PPE is not being worn. Follow through with appropriate consequences for repeated non-compliance. Lead by example—supervisors must wear required PPE too.

Mistake 10: Not Monitoring and Reviewing Arrangements

Signs this is happening: PPE arrangements unchanged despite changes in work activities or hazards. No periodic review of whether arrangements remain suitable. Issues with PPE use not being identified and addressed.

How to avoid it: Schedule regular reviews of PPE arrangements. Update requirements when work activities change or new hazards are introduced. Actively monitor whether arrangements are working and address problems identified.

Step 6: Summarise the Key Takeaways

Conclude your video by reinforcing the essential elements of your PPE 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 PPE arrangements: We identify PPE requirements through risk assessment, only specifying PPE when other controls cannot adequately manage risks. We ensure adequate supplies are always available and maintain records of equipment issued to each employee."

Emphasise the training element:

"Training is essential—every employee must know how to wear their PPE correctly, how to check it is working, and how to care for it properly. New starters receive their equipment and training before starting any work that requires protection."

Reinforce enforcement:

"We enforce PPE requirements consistently. Anyone working without required equipment is stopped and must obtain correct PPE before continuing. This is not negotiable—the requirements exist to protect people from harm."

Cover maintenance and storage:

"Our arrangements ensure PPE is maintained, cleaned, and replaced as necessary. Proper storage facilities keep equipment in good condition ready for use. We track equipment condition and service life to ensure it remains effective."

Conclude with monitoring:

"We monitor these arrangements to ensure they continue to work effectively. If something is not working, we identify and address it. This is not a one-time exercise—it requires ongoing attention to protect our workforce."

Final Statement

End with a clear commitment:

"Personal Protective Equipment is our last line of defence against workplace hazards. These arrangements ensure that when PPE is needed, it is available, suitable, properly used, and effectively maintained. By following these arrangements consistently, we provide the protection our employees are entitled to under the law."

Bringing It All Together

Your PPE video should demonstrate comprehensive arrangements covering the full lifecycle of personal protective equipment in your organisation. From identifying needs through risk assessment, to issuing equipment with proper training, to maintaining and storing it correctly, each element supports the overall goal of protecting employees.

Remember that PPE is not a substitute for proper hazard control—it should only be specified when other measures cannot adequately manage risks. Your video should reflect this principle while showing robust arrangements for situations where PPE is genuinely necessary.

The key elements to cover are:

• Risk assessment connection: How PPE requirements are identified
• Adequate supplies: Ensuring equipment is always available
• Issue records: Documenting what is provided to whom
• Training: Ensuring employees know how to use equipment correctly
• New starter provision: Equipping people before they start work
• Enforcement: Stopping work when PPE is not worn
• Suitability: Ensuring equipment matches the hazard
• Maintenance and storage: Keeping equipment in good condition
• Monitoring and review: Checking arrangements remain effective

By demonstrating each of these elements clearly, your video provides evidence of a functioning PPE management system that protects your workforce and meets your legal obligations under the Personal Protective Equipment at Work Regulations 1992.