Free Safe Operating Procedure (Underground Service Scan) Template

Purpose of the Free Safe Operating Procedure (Underground Service Scan) Template

Excavation and ground penetration activities carry a high risk of striking underground utilities such as electrical cables, gas lines, water pipes, and telecommunications conduits. A service strike can lead to severe injuries, costly project delays, and significant asset damage.

This Free Safe Operating Procedure (Underground Service Scan) Template provides a structured framework for identifying and locating these hidden services before any work begins. It outlines the essential steps for planning, scanning, marking, and documenting subsurface utilities, forming a critical part of a safe system of work.

Implementing a robust SOP helps organisations meet their duty of care and prevents catastrophic incidents on site.

By standardising the process, this SOP ensures that all personnel follow a consistent, safety-focused methodology. It serves as a vital tool for risk management, especially when used alongside task-specific procedures like a free Trencher SOP template, which details the safe use of excavation machinery.

The goal is to create a work environment where breaking ground is a predictable and controlled activity, not a gamble.

How to use the Free Safe Operating Procedure (Underground Service Scan) Template

This downloadable document is provided in both DOCX and PDF formats for your convenience. The DOCX file is fully editable, allowing you to adapt it to the specific requirements of your worksite.

It is crucial to recognise that this document is a template, not a finished procedure. Effective safety management requires site-specific customisation.

IMPORTANT: This is a template only. You must customise it to reflect the specific equipment (e.g., Ground Penetrating Radar, cable locators), environment, local regulations, and risks present in your workplace.

We recommend a competent person reviews and approves the final document before implementation. Ensure you insert your company name, specify the makes and models of scanning equipment used, and detail your site-specific emergency response procedures in the event of a service strike.

When to use an Underground Service Scan SOP

This Safe Operating Procedure should be implemented before any activity that involves disturbing the ground surface. It is not limited to large-scale excavation projects.

Even seemingly minor tasks can pose a significant risk if underground services are present. Use this SOP as a mandatory pre-work requirement for activities including:

• Mechanical excavation and trenching
• Drilling, boring, or piling
• Driving posts, stakes, or fencing
• Grading and earthmoving
• Any form of demolition that impacts ground slabs or footings

Integrating this procedure is a fundamental component of well-developed WHS management systems, ensuring that risk controls are systematically applied for all relevant high-risk construction work. It should be referenced in project plans, Safe Work Method Statements (SWMS), and pre-start meetings.

Who should use it

This SOP is intended for use by all personnel involved in planning and executing groundwork. This includes, but is not limited to:

• Equipment Operators: Individuals physically operating the scanning equipment must be trained and competent in its use and limitations.
• Site Supervisors & Forepersons: Responsible for ensuring the SOP is followed, permits are in place, and all workers understand the identified risks.
• Project Managers: For planning and allocating sufficient time and resources for thorough service locating activities.
• Safety Officers: For auditing compliance with the procedure and providing advice on risk controls.

Ultimately, any person with a responsibility to ensure safety during excavation work will benefit from this procedure. If you need assistance integrating this SOP or verifying its effectiveness on-site, consider seeking specialist WHS consulting support to ensure your processes are robust and practical.

Key Steps in an Underground Service Scan

A comprehensive scan involves more than just waving a device over the ground. A systematic approach is essential for accuracy and reliability.

Planning and Preparation

Before arriving on site, the process begins with a desktop review. This involves obtaining Dial Before You Dig (DBYD) plans and any other available service diagrams for the area.

These plans provide an initial indication of what utilities may be present but should never be solely relied upon. They are often not to scale and may not show all services, particularly private ones installed after the main infrastructure.

On-Site Scanning and Verification

Once on-site, a physical scan is conducted using appropriate equipment. This may involve a combination of radio detection (cable avoidance tools) and Ground Penetrating Radar (GPR) to locate a wider range of utility types, including non-metallic pipes.

The operator should conduct systematic sweeps of the entire work area in a grid pattern to ensure complete coverage. Cross-checking findings with DBYD plans is a critical verification step.

This process helps confirm the accuracy of plans and identify unrecorded services. For subsequent earthmoving, a procedure like our free Scraper SOP template should then be followed.

Marking, Reporting, and Handover

As services are located, they must be clearly marked on the ground surface using the standard colour codes (e.g., yellow for gas, orange for electrical, blue for water). The depth and alignment of each service should be recorded.

A site sketch or photographic record should be created and included in a formal report. This information must be communicated to all relevant personnel during a pre-start meeting or handover, ensuring everyone is aware of the location of hazards before any excavation starts.

Verifying these steps are consistently followed is a key part of any WHS compliance auditing program for high-risk work.

This document is one of many tools designed to help you build a safer workplace. For more templates and checklists, browse our free WHS resources library.