How to procure health and safety files
Although aimed principally at medium and large new construction projects, the basic principles are also applicable to smaller
projects and existing buildings.
Identifying system requirements
There are a range of more general factors, which must be considered before the specific functional requirements for a computer-based
file can be established. These factors will have a direct bearing on the type of system selected to meet client needs, and
must be considered fully at the start of the planning process to avoid problems later. Specific factors associated with
the business function of the client organisation must also be identified.
Budget considerations
The rough cost of implementing a typical proprietary computerised HSF system or a fully developed PDF file with proper navigation
and links used to cost between 0.4% - 0.6% of the building services contract value. For heavily serviced buildings such
as hospitals, the cost is likely to be around 0.7% - 0.8% .
With the improvement in web based software applications "Software as a service" (SaaS) such as
Edocuments Ltd WorkFlow
the cost of electronic documents has reduced dramatically. Fully featured health and safety files currently cost between
0.07% - 0.3% depending on size and complexity of project.
A computer-based systems now cost no more than a hard-copy file. Furthermore, the resulting health savings offer a far greater
benefit. The cost of a PDF-based file can increase appreciably if one or more hard copies (which generally comprise multiple
volumes) are also required by the client. The cost for more complex proprietary systems may be higher. This may also be
the case for relatively small projects.
The cost of user training and system set-up must also be taken into consideration. Using SaaS can also reduce the up-front
expense of software purchases, through less costly, on-demand pricing from hosting service providers
Clients and designers should consider how the safety strategy will influence the requirements for a computer-based system.
For example, will safety be carried out by in-house personnel or contracted out? Does the chosen safety strategy have any
specific information requirements or system functionality that must be included in the computer-based file?
Planned preventive safety is likely to require a planned preventive safety software capability. However, if a corrective
safety strategy is going to be adopted, the ability of the software to provide this capability will be an unnecessary expense.
Existing safety personnel working for the client organisation, whether they are in-house or on contract, should be included
in the briefing process. They have valuable experience and can provide feedback to help identify client-specific requirements
relevant to the organisation's business function, and also requirements relevant to the system's end users.
Computer skills
Safety personnel who have traditionally worked with hard copy Health & Safety files may not be computer literate, and
consideration will need to be given to the requirement for user training. However, this may not be fully apparent until
the software application has been selected.
Anecdotal evidence received when compiling this guide suggested that, in some instances, a high-tech approach to handling
HSF information will be met with resistance. This may be attributable to a fear of change or the ability of some software
applications to show h ow much time has been spent on specific safety activities. The right working culture must therefore
exist among the individuals who will use the application
IT infrastructure
Careful consideration will need to be given to software and hardware compatibility if the proposed system is to reside on
a network. It should also be considered whether the on-site IT support department is in a position to take on the new application.
Some of the more specific issues surrounding the software requirements and use of the network can only be fully examined
once a product has been selected.
Many of the potential implementation and operating problems can be avoided by using a web based application SaaS.
The key benefit of the SaaS approach is that the system user only requires a computer with web access and ordinary web browsing
software. No information is kept on users' machines, and the need to backup data and periodically implement software upgrades
is all handled by the software vendor. The use of SaaS will obviously increase the annual operating charges, but savings
in the client's management time and resources should be achieved.
Consideration should be given to the integration of Health & Safety Files with other information and documents, such
as the Health and Safety File required by the Construction Design and Management (CDM) Regulations and the Building Energy
Log Book required by the Building Regulations. To avoid duplication and unnecessary work, it is important that a coordinated
approach is taken to compiling all the building information that ultimately passes to the client at the end of a construction
project. This will also help ensure that, as far as is practicable, a consistent format and structure is applied, making
it easier to access and use the information. It may prove desirable to extend the content of a computer-based system to
cover more than just the building services. This may also provide the means of increasing the capital allowance available
for implementation.
While the focus of this guide is on computer-based files for building services, the general principles and guidance provided
are relevant to other types of file covering a broader range of building and facilities information. Guidance on the content
of facilities files can be found in the CIRIA Guide: Facilities management file.