The Standard Operating Procedures will be updated continually to incorporate new procedures and products. Therefore, printed copies of this document or part thereof should not be relied upon as a current reference document. Staff should always refer to the electronic copy of the latest version. Any addition to the procedures based upon requirement should be identified and incorporated where necessary. This document serves as the base document. The actual allocation of resources and the actual frequency of cleaning may vary according to the locally determined need. It is important that all aspects of cleaning and sanitation provision are aligned with the Swachh Bharat Mission Guidelines and other relevant environment-related guidelines issued by the Government of India. The Standard Operating Procedures are set out in a detailed format to cover the issues required to implement proper cleaning of government offices.
Responsibility of the Administration:
It is the responsibility of the Administration/ Contracted Agency for carrying out the Housekeeping of the office premises on a regular basis and comply with the following guidelines: ® Ensure a clean environment for its staff through proper selection of agencies required for the job. ® Regular surprise inspection of the premises to ensure compliance with the SOP. ® Attain and maintain high standards of cleanliness and general upkeep. ® Train, control and supervise staff under its establishment. ® Attain good relations with other departments. ® Ensure safety and security of all staff under its department and to keep superior
authorities informed about day to day activities ® Control and issue of cleaning materials and equipment. ® Maintain official records on staffing, cleaning materials and equipment. ® Cleaning standards, frequency and accountability for cleaning are clearly defined (i.e., who cleans, what and how do they clean and when do they clean it). ® Cleaning schedules ensure that no area is missed from routine cleaning.
Weekly Inspection
Area & Activity
1.Check all daily reports since past week for compliance. Check all items as outlined in daily inspection report during weekly inspection as well.
2.Check past 3 weekly reports for areas identified for improvement/ corrections and check if the same have been addressed.
3.Check if cleaning of partitions/cubical etc. has been done.
4.Check if stains identified during daily/ past weekly inspections have been removed. Check for any new stains and ask for it to be removed.
5.Check for cleaning of electrical fittings
6.Check for polishing and grinding with rubber thread of floor areas
7.Check for cleaning of all chrome fittings, glass frames, soap holders etc. to a shiny finish
8.Monthly Inspection.
Area & Activity
- Check all daily and weekly reports since last month for compliance. Check all items as outlined in daily and weekly inspection report during monthly inspection as well.
- 2. Check past 3 monthly reports for areas identified for improvement/ corrections and check if the same have been addressed.
3 Conduct self-evaluation as per parameters of ‘Ranking of Government Offices’ done by MoUD (outlined previously here). Identify areas of improvement and delineate action items.
4 Conduct infrastructure gap assessment (as outline previously in this document) and identify action items (can be done quarterly as well, depending on need).
5 Check areas under construction (if any) and confirm that there is no undue collection of debris and C&D waste.
6 Check all major infrastructural items and fittings to ensure they are in good condition.
7 Check roster/daily register of housekeeping staff to see that the deployment is adequate and timely.
8 May want to conduct impromptu interviews with employees, Heads of Departments for identifying improvement areas
Cleaning Practices
All corridors, rooms, toilets and external areas of the office building including flooring, ceiling, furniture, doors, windows, fixtures, etc. should be clean at any given time. The following cleaning routine should be adhered to:
Sweeping and Mopping of floor
- a) Sweeping of corridors with disinfectant at least once a day.
- b) Place appropriate warning signage to avoid accidents.
- c) Frequent brooming of the corridor through the course of the day.
- d) Vacuum cleaning of carpets atleast daily using appropriate vacuum cleaning equipment.
Garbage Bins
- a) Remove garbage from dustbins and clean them if required.
- b) Provide separate dustbins for biodegradable and non-biodegradable materials.
- c) Replace the cleared dustbins to the original spot.
- d) If any trash found on the lobby area then pick up immediately.
Doors, Windows and Walls
- a) Spray windows and glass surfaces with water or appropriate cleaning solution.
- b) Removal of all cobwebs and stains.
- c) Extensive cleaning of outer-surface of windows to be carried out by contracted agency at least once a month.
- d) If any fingerprints, smudges or stains found on the corridor wall then the same to be cleaned immediately.
Vents and Fixtures
- a) Dusting of light fittings, wall decorations, other fixtures using feather brush and duster.
- b) Air conditioning vents and sprinklers should also be dusted and checked for proper functioning.
Toilets
- a) Fixtures including toilets and sinks are free of streaks, soil and stains and soap scum.
- b) Mirrors and windows are free of dust and streaks.
- c) Dispensers are free of dust, soiling and residue and replaced/replenished when empty.
- d) Waste is disposed of appropriately on a daily basis.
- e) Provisioning of soap, toilet paper, hand towel/dryer, sanitary pads dispenser, dustbins, and other necessary items. f) Toilet bowls, urinals and adjoining areas should be cleaned with disinfectant on a daily basis, and the use of acid-based disinfectants should be avoided.
- g) Toilet floors should be kept dry to the extent possible/feasible.
DO,S & DON’TS
- DO.
- Collect waste, rubbish and debris inside and outside the building and garden/open spaces and dispose as per set frequency.
- Keep all equipment clean; do not allow a build-up of wastes
- Oversee contractors to ensure that correct procedures are followed and SOP guidelines are complied with.
- Impose Penalty on defaulters for littering/spitting/open urinating
- Conduct surprise inspections of the office premises to ensure a clean, hygienic and healthy work environment
- Conduct awareness sessions for all staff to keep their respective work stations/cubicles/office rooms clean
- DON’T
- DO NOT let trash and waste accumulate in or around the building.
- DO NOT dispose waste outdoors in parking lots, gardens, near or in storm drains, drainage, ditches or any other location where they can damage the environment
- DO NOT let equipment get damaged or rusted; replace if unsuitable for further use
- DO NOT let contractors conduct maintenance in conflict with proper procedures and guidelines; monitor closely.
- DO NOT allow littering, spitting, open defecating or any other practices that affect the cleanliness and aesthetics of the premises.
- DO NOT allow the officers to accumulate unnecessary files in their spaces
- DO NOT allow the officers/officials to scatter the furniture and files giving the office space an untidy look