The Safety File

The Safety File

The Safety File

  • A comprehensive record of safety information compiled during the design and build stages of the Project under the control of the PSDP and promptly delivered to the Client on completion of the Project
  • The Client, PSDP and PSCS will agree the content and format of the Safety File and how the information will be provided before the commencement of the project
  • Information on site specific hazards or particular risks that were in existence during the lifetime of the project should be included in the File. This could be broad and include:
    • Any site constraints
    • Special permissions and accommodations
    • Stability of adjacent structures
  • The Safety File is not for the design and build stage of a project, but is intended to cover subsequent construction work, alterations, cleaning, maintenance, repair and if necessary, the demolition stage and must be made available from the Client to whoever has the need for it, for any subsequent work, after completion of the Project
  • The aim behind the Safety File is to ensure any persons carrying out future work are aware of the risks  involved and the control measures that may be implemented to conduct the work in a safe manner
  • The Safety File should be beneficial to a number of parties in discharging their duties under current safety and health legislation, including:
    • Clients providing information to those required to carry out work on the building
    • PSDP preparing for and coordinating work
    • Designers carrying out subsequent alterations
    • PSCS in managing and reviewing documentation
    • Contractors carrying out and managing work
  • Relevant information may include:
    • Construction drawings and technical specifications
    • Bills of Quantum
    • Details of utilities and services
    • Maintenance procedures
    • Method Statements (relevant to future work)
    • Demolition procedures
    • All relevant information provided by the PSCS in writing in order for the PSDP to complete the Safety File
  • Do not overload the Safety File with needless irrelevant  information about the Project’s history
  • If it is not relevant to future work, it is not relevant to the Safety File
  • An overloaded File is much more likely to be ignored than searched

 

 

What not to include:

  • Information only relevant to the build phase
  • Risk assessments and safe systems of work for the build phase
  • Non-hazardous information
  • Accident and dangerous occurrences of the build phase
  • Details and agreements of those involved in original Project
  • Details of demolition work, if no relevance to future work

 

Summary

  • A Safety File is part of the safety documentation kept with the Plan. The content will be agreed by the Client, PSDP and PSCS before the project commences
  • The PSCS gathers the information from the Contractors and forwards it to the PSDP
  • Put together by the PSDP
  • Given to Client on completion of project
  • Made available to whoever has the need of the information
  • Contains safety measures in regards to future requirements for maintenance, cleaning etc.