Covid-19 Risk Assessment and Procedures

For volunteers and visitors to the Archives and Museum shop.

Volunteers, contractors and visitors to the Museum are at risk from Covid-19 and there is a risk to the wider community as anyone infected may spread the disease to family and other contacts. The following potential hazards have been identified and procedures put in place to reduce the risk of infection:

A. Virus spread from particles in the air

  1. All volunteers entering the building are informed in advance that if they have symptoms or have been told to self-isolate on coming into contact with anyone who has tested positive that they must not come in, and that if they subsequently show symptoms or test positive or are told to self-isolate they must inform us. A notice is placed on the entrance door as a reminder to volunteers and to inform the public to observe these requirements.
  2. All volunteers and visitors are required to wear a mask unless they have a medical exemption. A reminder notice is posted on the front door and a supply of masks is available for anyone arriving without one. Extra-long transparent masks are provided for public facing volunteers.
  3. Volunteers are required to ensure social distancing of at least one metre from other volunteers and members of the public and preferably two. This also applies to volunteers meeting with tradesmen, taking in deliveries or loan boxes.
  4. Volunteers who are classed as clinically vulnerable (or who have family members who are) are instructed to ensure social distancing of at least two metres and not to engage in activity that requires them to risk closer contact with other volunteers or the public.
  5. No more than three people are permitted to work in the Museum store at any one time in order to ensure that distancing may be maintained.
  6. No more than four people (volunteers and visitors) may work in the archives at any one time in order to maintain distancing.
  7. No more than one person is permitted to enter the Museum picture store at any one time as social distancing is not possible there.
  8. The number of volunteers on duty in the Museum shop is limited to three and the number of shoppers permitted entry at any one time is limited to two to ensure that distancing is possible. When there are two shoppers in the building other customers are asked to wait at a distance of at least two metres from volunteers and other visitors.
  9. The shop operates a one-way system to enable effective distancing and visitors to the shop are advised by notice to maintain a two metre distance between themselves and other shoppers or staff.
  10. Volunteers who are classed as clinically vulnerable (or who have family members affected) are advised to visit the building to undertake their tasks when the building is otherwise empty or sufficiently empty that they can undertake their tasks without coming into close contact with others.

B. Virus spread from touching particles on surfaces or objects

  1. Hand sanitizer is available for the use of volunteers and the public on entry to the building and notice to that effect is posted at the entrance. Volunteers are required to encourage visitors to use the hand sanitizer.
  2. Volunteers are required to wear gloves when handling artefacts or paintings or other items, or if that is not possible to make regular use of sanitizer, particularly after touching items. A supply of gloves is available for use.
  3. Volunteers are advised to avoid sharing equipment – laptops, scanners, laminators, telephone, copiers, computer mouse etc. If it is necessary to share equipment volunteers are required to apply sanitizer after use. All used items are required to be sanitized at the end of the day by the person who has used them.
  4. Surfaces, door handles, the key-safe key-pad and hand-rails that have been in use are regularly sanitized throughout the day if there is more than one person in the Museum gallery or store.
  5. Items handled in the archives that cannot be sanitized are quarantined before being replaced on the shelves.
  6. Volunteers are required to sanitize the store key before returning it to the key box as it is used by a number of people.
  7. No cash payments are taken in the Museum shop. Payments must be by card in order to avoid handling cash and giving of change.
  8. Toilet facilities are not available for public use and if used by volunteers they are sanitized after use.
  9. The kitchen area is not be in use.
  10. Any deliveries – including returning loan boxes – are quarantined for at least 48 hours before being examined or sent out again.
  • Clinically vulnerable volunteers

Individual risk assessments are agreed with all clinically vulnerable volunteers who are advised to work from home if possible, to access the building when it is not busy, and to follow additional protective procedures.

Volunteers who are extremely clinically vulnerable are instructed to volunteer from home and are offered alternative volunteering opportunities if working from home is not possible in their usual role.

  • NHS Contact Tracing App

All who can use the NHS Covid App QR code are encouraged to do so on entry to the Museum. Those who cannot do so are asked to leave their contact details. Volunteers entering the building are required to sign the entry log so that a complete record is kept of all visitors to the building and the time of their arrival and departure.

Copies of the Museum’s risk assessments and procedures are issued to all volunteers who need to access the building.

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