Construction Regulations 7(1) (e) require that the principal contractor hand over a consolidated Health and Safety  file on completion of the construction work.

The consolidated Health and Safety file for the structure that is handed over from the Principal Contractor to the Client forms the basis for the occupational Health and Safety file for the structure.

It contains the information necessary to occupy and maintain the structure in a healthy and safe manner, and also includes a record of as-built drawings, materials and similar information concerning the completed structure, including residual risks on the premises or in the structure and their associated management plans

Initially compiled during the construction stage by the contractor according to the format described by the Client during Stage 3 and 4, ‘Design Development/Tender Document and Procurement’. The consolidated Health and Safety file is then audited and updated through Stage 5, ‘Construction Management and Monitoring’ by the Pr. CHSA and is handed to the client on completion who thereafter maintains the information in the OHS File for the life of the structure.

Relevant information is shared and updated with future maintenance, alteration, refurbishment or demolition projects.

Residual hazards and risks in the structure are presented in such a way that a person using the OHS file would be made aware of the of hazard without needing to search for it. This may mean marking up and updating the existence of residual hazards on as-built drawings (cross-referenced with a hazard register) so that the future maintenance contractor, on receipt of the relevant drawing, is immediately made aware of the issues with which they must contend. Known as a design risk register, this register is a list of hazards that may be formatted similar to a drawing register, or in certain cases, integrated into a drawing register.

An original as-built drawing indicates that the position of an electrical cable or water pipe has changed in one room, possibly occupied by a tenant. This information becomes available to the occupier or tenant of the adjacent space when needed so that they are aware of where it is now safe or unsafe to drill when mounting new cupboards etc. Similarly, with hazards such as fragile surfaces, hidden asbestos or services.

Notes regarding the ‘safe for continued use’ inspections (biannually for the first two years and then annually thereafter), as well as the contact details of relevant competent persons, would be included here.

Locations, quantities, conditions and management plans for asbestos, lead or other hazardous materials that remain in the structure, will also be available here.

Hazards, such as glazed floor tiles laid in high traffic areas that are prone to become slippery when dusty or wet are included, as well as precautionary measures, such as the need for regular application of a wipe on non-slip treatment will be included, as well as the product specification and procurement details.

The records of inspections and maintenance of electrical installations, lifts, elevators, escalators, fire equipment, flammable store registrations, certificates of compliance for electrical and gas installations, heating, ventilation, and air conditioning , occupancy certificates and associated contact details, rope access anchor points and necessary inspections, among other, together with relevant contact details would be available here.

Construction-related records, such as medical surveillance, records of incidents and accidents, asbestos air monitoring results and disposal certificates may need to be held for as long as 40 years. Asbestos clearance certification must remain for the life of the structure.

CHS Agents may include a complete record of the contractor’s risk assessments, inspection registers, appointment letters, competencies, audit and inspection reports, toolbox talks, and other records associated with the construction phase of the project in the consolidated CHS File. As many of these cease to become working documents, not relevant to the occupation or maintenance of the completed structure, clients or building owners may elect to receive these in an electronic archive folder.

For assistance on this, contact the Association’s Health and Safety Department on 031 831 3205.

Source: Construction Regulations 2014

                Scope and services of CHSA – SACPCMP

Neil Enslin | Occupational Health and Safety Manager