What is a Health & Safety File?

In simple terms, the Health and Safety File is a repository of health and safety information and serves as a legal record that will be of use to both clients and end users.

Showing a your company will manage Health & Safety in the workplace as well as what you will do I certain emergency circumstances.

What is the contents of a health & safety file?

The contents of a safety file will differ from industry to industry.

Below will be the general documentation needed to compile a safety file:

  • 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

When do you need a health & safety file?

According to the Occupational Health and Safety Act 85 of 1993 and the Construction Regulations 2014, every contractor and sub-contractor needs to present a safety file. They must always have a Safety File available . 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.

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