Get a professionally compiled Safety File that reflects your actual project, work scope, client specification, personnel, equipment, access methods and risks.
Our service is intended for South African contractors and subcontractors who need structured, editable and practical occupational health and safety documentation for a specific construction project or contracted work scope.
SEND YOUR PROJECT DETAILS FOR A DEFINED-SCOPE QUOTATION
What the law requires
The Construction Regulations 2014 define a health and safety file as a file or other written record containing the information required by the Regulations.
Construction Regulation 7(1)(b) requires a principal contractor to open and keep a health and safety file on site. Construction Regulation 7(2)(b) separately requires a contractor to open and keep a health and safety file on site before performing construction work. The file must contain the documentation required by the Occupational Health and Safety Act and the Construction Regulations and must be available to the persons identified in those provisions.
The exact contents are not identical for every project. They depend on the client’s health and safety specification, the scope of work, the project risks, the contractor’s workforce, applicable plant and equipment, legal appointments and the specific regulations triggered by the work.
Who this service is for
- Principal contractors preparing for project commencement
- Subcontractors requiring client or principal-contractor approval
- Contractors tendering for construction, maintenance or installation work
- Businesses working at height, using plant or performing higher-risk activities
- Contractors whose existing file received audit findings
- Companies that require ongoing monthly file maintenance and compliance support
What may be included
The final index and document list are confirmed after reviewing the project information. Depending on the work, a Safety File may include:
- Project and contractor information, scope of work and document control
- Client appointment, principal-contractor or contractor appointment, mandatory agreements and relevant contractual records
- Client health and safety specification and relevant baseline risk information
- Site-specific Health and Safety Plan
- Risk-assessment procedure, task-specific risk assessments, method statements and safe work procedures
- Fall Protection Plan and fall-risk documentation where a fall risk exists
- Emergency preparedness and response arrangements
- Organogram, legal appointments, acceptance records and supporting proof of competence
- Employee list, induction records, medical certificates of fitness and training records
- PPE requirements, issue records and inspection systems
- Plant, equipment, tool, access-equipment and workplace inspection registers relevant to the scope
- Incident-reporting, investigation and corrective-action documentation
- Toolbox talks, communication records and consultation records
- Audit, inspection, monitoring and document-review records
Scope control
Documents are included only where they are applicable to the confirmed project and service scope. Irrelevant appointments, registers and procedures should not be inserted merely to make the file appear larger.
What we need from you
- Client health and safety specification
- Client baseline risk assessment or relevant risk information
- Appointment or subcontract agreement
- Project name and physical site details
- Detailed scope and sequence of work
- Planned start and completion dates
- Workforce details and responsible persons
- Plant, tools, equipment, substances and access methods
- Training certificates, competency evidence and medical certificates
- Client forms, document-control rules and audit requirements
Our compilation process
- Information and document review
- Scope and applicability assessment
- Document index and responsibility allocation
- Compilation and customisation
- Contractor verification of names, appointments and supporting records
- Client submission and controlled revision where included
- Implementation guidance and optional monthly maintenance
Service limitations
A professionally compiled file supports legal compliance and client approval, but it does not replace the contractor’s duty to implement the controls, appoint competent persons, train employees, maintain valid records, complete inspections and update the file as work progresses.
Client approval cannot be guaranteed where the client changes requirements, information is incomplete or inaccurate, appointments are not accepted, evidence of competence is missing, site conditions differ from the supplied information, or the contractor fails to implement and maintain the system.
Request a quotation
Send the project specification, scope of work, expected start date and current contractor documents to info@safetyfile.co.za or WhatsApp 067 401 7372. The quotation should define the included documents, exclusions, revision allowance, implementation support and maintenance requirements.