The Importance of a Safety File

The Importance of a Safety File – A safety file is a record of information that focuses on health and safety management on various construction sites. It is specifically aimed at both the contractors and sub-contractors appointed to the site. The main purpose of safety files is to provide training and information to the employees and provide compliance with the Occupational Health and Safety Act and Regulations.

Each contractor, as well as subcontractor, must have a safety file which is always available, as stipulated in the Occupational Health and Safety Act (85 of 1993) along with the Construction Regulations (2014).

According to both the Occupational Health and Safety Act as well as the Construction Regulations, the following is applicable:

Construction Regulation 3(6) – The client (employer) must ensure that the principal contractor keeps a copy of the construction work permit contemplated as per sub-regulation (1) in the Occupational Health and Safety file for inspection by an inspector, the client, an authorized agent of the client, or an employee.
Construction Regulation 5(1)(s) – The client (employer) must ensure that the health and safety file as per regulation 7(1)(b) is kept and maintained by the principal contractor.
Construction Regulation 7(1)(b) – The principal contractor must open and keep on-site health and safety file, which must include all documentation required, in terms of the Act and these regulations, which must be made available upon request to an inspector, the client, an agent of the client, or a contractor.
In addition, the health and safety file must be maintained by safety personnel on-site and audited by a person who has been deemed competent.

Anatomy of a Safety File

It is important to note that there is not a generic safety file layout and that it must be site-specific. The required documents that should be included in a safety file will be according to the client and health and safety spec – so that only the applicable documentation is included. However, there are some overall requirements that must be included along with site-specific information or documentation. Here is an example of some of the documents that could be contained within a safety file.

Letter of Good Standing
Site Rules & policies
Management Plans
Emergency Evacuation Plan
Organogram & Appointments with competencies
Mandatary Agreement & Contractor Appointment
Client Spec / Baseline Risk Assessment, notification of construction & construction work permit
Method statement, Risk Assessment Review Plan, Risk Assessment with Safe Work Procedures
Daily Safety Task Instructions & Planned Task Observation
Audit Reports
Record of Safety Meetings
Lock-Out
Toolbox Talk Register & Checklist
Inductions, Next of Kin, Id’s & Medicals
Disciplinary Action & Warnings
Copy of the Act and Applicable Regulations

The safety file will provide the necessary information to the safety officer, principal contractor, or any other personnel, for example, if an incident occurs on-site. The safety file will provide the required information on how to manage the situation regarding the incident in terms of the incident reporting procedure. The same is applicable for management plans, it is to provide the required information and procedures for risks that could take place on-site. These are some of the management plans that can be seen within a safety file; Health and Safety Plan, Covid-19 Management Plan, Fall Protection Plan, Waste Management Plan, Traffic Management Plan and Environmental Management Plan.

A Safety file is imperative and is legally required that all contractors and subcontractors compile a completed file and maintain the safety file accordingly.

Creating a world that’s Simply Safe

We’re driven to make your site safe from incidents that could affect your business from continuing as normal.

Christof Lourens

CEO Cairnmead Industrial Consultants (Pty) Ltd

Tel: 012 346 5752 | Email: christof@cairnmead.co.za

The Importance of a Safety File

Anatomy of a Safety File

Creating a world that’s Simply Safe

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