Yes. Include office roles that help keep work safe. These may include taking calls, routing concerns and keeping records. State when a qualified person must take over. A useful P&P manual links office tasks to field work. It does not ask untrained staff to make technical decisions.
By Propane Safety Pro · Last updated:
Write down the handoff
As an office practice, name who takes a concern. List what they record and which qualified role takes over. Make this handoff clear to both teams. A script must not let office staff diagnose equipment. It must not direct work beyond their training.
Keep records ownership clear
Name who files completed records and who reviews problems. Staff can file a record without judging whether a technical check passed. Make this clear in the manual. Route forms with missing facts to the right reviewer.
Connect office duties to required plans
For a required DOT security plan, see 49 CFR 172.802(b)(2). It covers duties for roles or departments. It also covers how to notify staff. Include office roles that have those duties. A general P&P chapter does not replace the plan's specific assignments.
Sources and scope
Questions and answers
Does every office employee need technical field duties?
No. State each role and its limits. Give staff the training their work requires. An office job does not qualify someone for field work.
What should we give the manual writer?
Bring job roles, call-routing steps and record workflows. List handoff problems you need to solve. Keep private customer details out of general inquiries.
Prepare for your review
List your office roles and one handoff that needs work. Use that list to discuss the manual scope.
Review P&P manual scope and request options
General information, not legal advice. Check which rules apply with your regulator and a qualified safety or legal reviewer. You still need training and instructions for your equipment.