S.A.M. 0520.0

Property Conservation and Loss Prevention

Each department is responsible for loss prevention activities within its agencies. Risk Management is prepared to assist in coordinating employee/supervisor accident prevention training and set up hazard recognition surveys. These services are intended to compliment, not take the place of, agency loss control efforts.

    Agency responsibilities include:

      1. Alert Risk Management of those operations and activities that could cause losses. Agencies must also notify Risk Management when there have been significant changes in the use and occupancy of their facilities.
      2. Cooperate with Risk Management in the investigation of claims, accomplishment of various insurance surveys, and the remediation of unsafe conditions.
      3. Review and sign all accident or incident reports before forwarding to Risk Management.
      4. Conduct routine and detailed inspections of its properties and fire protection systems.
      5. Perform or cause to be performed preventive and corrective maintenance on State properties, to ensure that properties are not damaged or destroyed due to poor maintenance. Documented records must be maintained.
      6. Water Damage: Immediate attention to and correction of water leaks and flood events must be initiated to prevent unhealthy fungal growth from occurring. Water intrusion events not corrected within 48 hours can lead to fungal growth. The Risk Manager must be notified when evidence of water damage such as damp carpets, water stains on walls or multiple ceiling tiles, discoloration, etc., or suspected mold growth is identified or discovered at either State owned or leased buildings. Agencies must follow the guidelines established by the Risk Manager in regard to the identification, sampling methodology and remediation of water damaged materials and fungal growth or secondary fungal contamination.
      7. Air handling and ventilation systems must be inspected and cleaned on an annual basis. Filters must be installed and replaced in accordance with the manufacturer’s recommendations. Documented records of inspections, cleaning and filter changes must be maintained and will be reviewed periodically.
      8. HVAC systems must be tested and balanced, if indicated, at least every 5 years.
      9. Request adequate funding to appropriately maintain agency properties and conduct activities in a manner that is safe and healthy for employees, clients, and members of the public.