What is a  safety file?

What is a safety file?

What is a  safety file?

A  Safety File, otherwise known as a ‘Contractor Health and Safety File’ is a record of information focusing on the management of health and safety on construction sites for contractors and sub-contractors. It protects the employer from criminal liability and proves compliance to the Occupational Health and Safety Act and Regulations.

What does the South African LAW say about a Health and Safety File?

Every contractor and sub-contractor is required by the Occupational Health and Safety Act 85 of 1993 and the Construction Regulations 2014, to have a  Safety File that must be available at all times. The Occupational Health and Safety Act 85 of 1993 and Construction Regulations 2014 state the following:

Construction Regulation 3(6)– A client must ensure that the principle contractor keeps a copy of the construction work permit contemplated in sub regulation (1) in the occupational health and safety file for inspection by an inspector, the client, the client’s authorized agent, or an employee;
Construction Regulation 5(1)(s) – The client must ensure that health and safety file contemplated in regulation 7(1)(b) is kept and maintained by the principle contractor;
Construction Regulation 7(1)(b) –A principle contractor must open and keep on site a health and safety file which must include all documentation required in terms of the Act and these Regulations, which must be made available on request to an inspector, the client, the client’s agent or a contractor.
The Health and Safety File must be maintained by the site safety personnel and audited by a competent person.

What do we include in your  Safety File

Every  Safety File is ‘site specific’. It will be compiled in accordance with the client’s and the site’s safety specifications. The overall information requirements remain the same, and the site specific documents will be added. When we setup your Health and Safety File, it will consist of the following Documents:

  • Contractor appointment letter. (Construction Regulation 5(3)(f) of the OHS A)
    37(2) Agreement between client and contractor
  • Notification of Construction Work
  • Copy of the OHS Act
  • Occupational Health and Safety Management Plan
  • Company Occupational Health and Safety Policy
  • Letter of Good Standing
  • Material Safety Data Sheets for hazardous materials used (if required)
  • Tax clearance certificate
  • Risk Assessments
  • Safe work procedures (Site Specific)
  • Fall Protection plan (if required)
  • Legal appointment with proof of training (Ex. Chief Executive Officer, Risk Assessor, First Aider etc.)
  • Incident reporting procedures
  • Incident reports (General Administrative Regulation 9 (3) – Annexure 1)
  • Incident registers
  • Reports of accidents
  • Emergency preparedness documents
  • First aid documents
  • Induction records
  • Medical surveillance records
  • Safety communication (e.g. Toolbox talks)
  • Minutes of safety meetings
  • Inspection registers
  • Read more on our blog
SACPCMP
safety file
Conrisk
When do I need a safety file?

When do I need a safety file?

When is a safety file required and what must the contractor know?

Every contractor and sub-contractor is required by the Occupational Health and Safety Act 85 of 1993 and the Construction Regulations 2014, to have a  Safety File that must be available at all times. The Occupational Health and Safety Act 85 of 1993 and Construction Regulations 2014 state the following:

  • Construction Regulation 3(6)– A client must ensure that the principle contractor keeps a copy of the construction work permit contemplated in sub regulation (1)  in the occupational health and safety file for inspection by an inspector, the client, the client’s authorized agent, or an employee;
  • Construction Regulation 5(1)(s) – The client must ensure that health and safety file contemplated  in regulation 7(1)(b) is kept and maintained by the principle contractor;
  • Construction Regulation 7(1)(b) –A principle contractor must open and keep on site a health and safety file which must include all documentation required in terms of the Act and these Regulations, which must be made available on request to an inspector, the client, the client’s agent or a contractor.

There is no prescribed format for a safety file in the OHS Act,Construction Regulation 7(1)(b) –A principle contractor must open and keep on site a health and safety file which must include all documentation required in terms of the Act and these Regulations.However the client or clients agent may prescribe an standard or format in the clients health

SACPCMP
safety file
Conrisk
Safety File Software VS Consultants

Safety File Software VS Consultants

Can I use software to compile a safety file for my project?

Yes you can. However the OHS Act,85 of 1993 under Construction Regulation 7(1)(a) and (b) requires the contractor to submit a site specific health and safety plan and a safety file for each project.So many companies sell software to contractors, who does not have the required skills and knowledge to compile a safety file.

There is different software available but all the material is generic and will not be specific to the site or the task.This software is generally cheap and once you bought it , you need to spend hours trying to understand the instructions.

What makes the SACPCMP registered consultants better ?

Any consultant  registered with the SACPCMP has been assessed and found competent, with the necessary skills and experience. The consultant has been professionally registered and must abide by the SACPCMP code of conduct.
On the larger projects it is an legal requirement to appoint a SACPCMP individual.

Will you go to a heart surgeon who is not HPCSA registered?

Rad more on our blog

Safety Files
SACPCMP
Stephan Van Der Westhuizen
How much does a Safety File Cost?

How much does a Safety File Cost?

How much does a Safety File Cost?this is the first question someone ask when they phone me.

Safety File prices differ drastically from one company to the next. So How much is a Safety File? Well that depends on the company you choose to work with. There are no set prices for a safety file. The price is determined by the consultant you use for the file. We have seen prices from between R1000 – R20000. The price would also depend on the size of the project and the risks involved .You should be careful to simply use the cheapest consultant . Make sure that your consultant is competent and SACPCMP registered. 

A safety file is a very important part of your project and you definitely don’t want to compromise on quality or face legal compliance issues, delays and non-payments.

The point is , it is not always the best decision to use the cheapest consultant because you did not budget for a safety file. 

SACPCMP
Safety File for all industries

Safety File for all industries

Need a Safety File? We assist clients and contractors with the set-up and implementation of safety files.

  • We supply health and safety files to comply with new CONSTRUCTION REGULATIONS 2014.
  • Our Health and safety files will be compiled according to the contractors scope of work and the clients health and safety specifications.
  • The health and safety file contains all legal documentation, including legal appointments, registers, toolbox talks, etc.
  • Our consultants will assist to  implement the file and explain how to maintain it.
  • We will draft a site specific Safety Plan, we will ensure that the Client approves the plan and will assist the contractor if any changes are required.
  • We deliver  safety files for :
  • Construction
  • Mining
  • Engineering
  • Telecommunication
  • Transport
  • and all other industries

What do we include in your  Safety File

Every  Safety File is ‘site specific’. It will be compiled in accordance with the client’s and the site’s safety specifications. The overall information requirements remain the same, and the site specific documents will be added. When we setup your Safety File, it will consist of the following Documents:

  • Contractor appointment letter. (Construction Regulation 5(5)(k) or 7(1)(v)
  • 37(2) Agreement between client and contractor
  • Notification of Construction Work- we will submit the document to DOL
  • Copy of the OHS Act and Regulations.
  • Construction Work Permit.
  • Company Occupational Health and Safety Policy
  • Letter of Good Standing ,Public Liability Insurance, Tax Clearance  and other documents.
  • Material Safety Data Sheets for hazardous materials used (if required)
  • Risk Assessments- baseline and task specific
  • Safe work procedures (Site Specific)
  • Fall Protection plan-IWH Registered person will compile the FPP.
  • Legal appointment with proof of training – all which is applicable to your scope of work.
  • Incident reporting  and investigation procedures and documents.
  • Incident reports (General Administrative Regulation 9 (3) – Annexure 1)
  • Emergency preparedness documents
  • First aid documents- dressing records and registers.
  • Induction records- company induction as well as client induction .
  • Medical surveillance records- annexure 3 medicals.
  • Safety communication (e.g. Toolbox talks)
  • Health and Safety Plan- task and site specific
  • Company Policies and Procedures – e.g HIV Policy,Substance Abuse Policy  and Waste Management Plan
  • Registers (task and site specific, e.g. Confined space, PPE issue, hand tools etc.)
  • Minutes of safety meetings
  • Audit  reports- internal and client audits
  • Inspection registers
  • Searching for answers and guessing which of the safety regulations are relevant to your business can keep you busy for a very long time. There are templates that you need, but there are so many and you don’t know which ones are correct. You are not sure what safety topics to use in your Tool Box Talks and how often you should do them. You simply don’t have the time and you have more important things to attend to.We will worry about your safety file while you worry about your business- we have all the knowledge and experience .
  • Read more on our Blog
Safety Files