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Unit 2, 9 Civic Street, Craigieburn, Umkomaas, 4170

+27 31 023 0016
info@riskmanagementgroup.co.za

HEALTH & SAFETY FILES

WHAT IS A SAFETY FILE?

A 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 (No. 85 of 1993) and the Construction Regulations: 2014, to have a health and safety file, which must be available at all times. The Occupational Health and Safety Act (No. 85 of 1993) and Construction Regulations: 2014 state the following:

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 principal contractor;

Construction Regulation 7(1)(b): A principal contractor must open and keep onsite 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.

OUR HEALTH & SAFETY FILES

We supply files to comply with the new Construction Regulations of 2014.

Our file will be compiled according to the contractor’s scope of work and the client’s health and safety specifications.

The file contains all legal documentation, including legal appointments, registers, toolbox talks, etc. Our consultants will assist with implementation on-site and explain how to maintain it.

We will draft a site-specific Health and Safety Plan, as well as ensure that the client approves the plan; we will assist the contractor if any changes are required.

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We deliver solutions: for:

Construction, Engineering, Telecommunication, Transport and all other industries.

What do we include in your Health and Safety file:

  • 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; and 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 of 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; and
  • 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; you won’t be sure what safety topics to use in your toolbox talks and how often you should do them; you simply won’t have the time to attend to everything correctly. With our experience and expertise, let us manage everything for you while you focus on your business.