The contents of the health and safety file

1.       When compiling the Health and Safety file, consideration should be given to including information about each of the following where they are relevant to the health and safety of any future construction work. The level of detail should allow the likely risks to be identified and addressed by those carrying out the work:

·         a brief description of the work carried out;

·         any residual hazards which remain and how they have been dealt with (e.g. surveys or other information concerning asbestos; contaminated land; water bearing strata; buried services etc.);

·         key structural principles (e.g. bracing, sources of substantial stored energy, including pre- or post-tensioned members) and safe working loads for floors and roofs, particularly where these may preclude placing scaffolding or heavy machinery there;

·         hazardous materials used (e.g. lead paint; pesticides; special coatings which should not be burnt off etc.);

·         information regarding the removal or dismantling of installed plant and equipment (e.g. any special arrangements for lifting, order or other special instructions for dismantling etc.);

·         health and safety information about equipment provided for cleaning or maintaining the structure;

·         the nature, location and markings of significant services, including underground cables; gas supply equipment; fire-fighting services etc.;

·         information and as-built drawings of the structure, its plant and equipment (e.g. the means of safe access to and from service voids, fire doors and compartmentalisation etc.).

2.       The file does not need to include things that will be of no help when planning future construction work, for example:

·         the pre-construction information, or construction phase health and safety plan;

·         construction phase risk assessments, written systems of work and COSHH assessments;

·         details about the normal operation of the completed structure;

·         construction phase accident statistics;

·         details of all the contractors and designers involved in the project (though it may be useful to include details of the principal contractor and planning supervisor);

·         contractual documents;

·         information about structures, or parts of structures, that have been demolished unless there are any implications for remaining or future structures, e.g. voids;

·         information contained in other documents, but relevant cross-references should be included.

3.       Some of the above items may be useful to the client for later work, or may be needed for purposes other than complying with the CDM regulations, but CDM (2007) does not require them to be included in the file. Including too much material may hide crucial information about risks.

The file does not need to include things that will be of no help when planning future construction work, for example:

·         the pre-construction information, or construction phase plan;

·         construction phase risk assessments, written systems of work and COSHH assessments;

·         details about the normal operation of the completed structure;

·         construction phase accident statistics;

·         details of all the Contractors and Designers involved in the project (though it may be useful to include details of the Principal Contractor and CDM co-ordinator);

·         contractual documents, F10 etc;

·         information about structures, or parts of structures, that have been demolished - unless there are any implications for remaining or future structures, for example voids;

·         information contained in other documents, but relevant cross-references should be included.

The Client’s duty in relation to the health and safety file - Regulation 17

·         The Client shall ensure that the CDM co-ordinator is provided with all the health and safety information in the Client’s possession (or which is reasonably obtainable) relating to the project which is likely to be needed for inclusion in the health and safety file, including information specified in regulation 4(9)(c) of the Control of Asbestos Regulations 2006(a).

·         Where a single health and safety file relates to more than one project, site or structure, or where it includes other related information, the Client shall ensure that the information relating to each site or structure can be easily identified.

·         The Client shall take reasonable steps to ensure that after the construction phase the information in the health and safety file

(1)     is kept available for inspection by any person who may need it to comply with the relevant statutory provisions;

(2)     and is revised as often as may be appropriate to incorporate any relevant new information.

·         It shall be sufficient compliance with paragraph (3)(a) by a Client who disposes of his entire interest in the structure if he delivers the health and safety file to the person who acquires his interest in it and ensures that he is aware of the nature and purpose of the file.