A safety file is an essential file that has all of your organisation’s documentation with regard to health, policies and procedures. Some small and medium-sized enterprises (SMEs) overlook the importance of having safety files.
Entrepreneurs often make the mistake of assuming safety files are only set out for certain industries. However, under the Occupational Health and Safety Act, 1993 and Construction Regulations, 2014, safety files are a necessity for any industry or activity where employees, contractors, or visitors may be exposed to health and safety risks.
While the requirements may differ, and office-based businesses might not need a full construction-style safety file, you still need a basic health and safety file. In this article, we’ll discuss safety files and their role in governance.
Understanding Safety File Compliance
Safety is not reserved for big business; even as a small business, it’s crucial that you do your due diligence to ensure you’re well aware of the safety requirements your business must meet. Safety file compliance protects the company, its employees, and visitors should injury occurs.
Under South Africa’s Occupational Health and Safety Act (Act 85 of 1993) and Construction Regulations of 2014, every contractor and sub-contractor must have a safety file. When businesses fail to comply with health and safety regulations. They could suffer the following consequences:
- Fines
- Site shutdowns
- Loss of contracts/clients
- Loss of income
- Legal liability
- Safety Files for Office-based Industries
If you do not have a project or construction-based business, the Occupational Health and Safety Act (Act 85 of 1993) still applies. While the risk is lower, businesses are expected to identify potential safety and health hazards that could affect employees and visitors.
Potential Hazards in Office Environments:
- Slips and falls due to cluttered environments, cables, or wet floors.
- Electrical hazards from faulty equipment, overloaded plug points or wiring.
- Ergonomic injuries from poor workstation setup.
- Fire risks from faulty wiring (wiring should be able to withstand the loadshedding environment in South Africa).
- Health risks such as poor ventilation.
What to Include in an Office Safety File
A compliant office safety file should consider the unique risks in your business. In compiling a safety file, an office-based company should take note of the following:
- Health and Safety Policy.
- Emergency and Evacuation Procedures.
- Fire Drill.
- First Aid.
- Risk Assessments.
- Incident Registers.
- Ergonomic Assessments and Workstation Checklists.
- Training Records (fire safety, first aid, evacuation drills, and more).
Being a low-risk business isn’t a pass that allows you to neglect standard health and safety measures. By ignoring such, your business can face severe repercussions.
Implementing thorough health and safety measures means you prioritise employee wellbeing, where your staff can work in a safe, comfortable workspace. The benefit doesn’t just lie in legal compliance, where documentation helps protect your business if an incident occurs on-site, but it also contributes to business longevity.
When your employees are protected, it reduces your employee churn rate and improves productivity. Additionally, clients and stakeholders value businesses that demonstrate care and responsibility.
Safety Files for Construction and Project-Based Companies
While office-based SMEs operate in lower-risk environments, other industries in high-risk environments face more pressure with regard to safety file compliance.
There is a higher demand for businesses in construction, maintenance, manufacturing, and other project-based sectors. These industries often involve hazardous work environments. The hazards associated with high-risk industries are extensive. Some of them are as follows:
- Working at heights.
- Operating heavy machinery.
- Managing multiple subcontractors on-site.
- Risk of hand-arm vibration syndrome from long-term use of vibration tools.
- Slips and falls.
- Falling objects.
- Noise exposure.
- Exposure to chemicals.
- Electrical hazards.
Every contractor, subcontractor, and project-based business must prepare an extensive, detailed site-specific safety file before work begins on any project.
Preparing this safety file serves as proof of due diligence. This shows that your company has identified risks, has control measures in place, and that you’ve trained your team.
What to Include in a Construction or Project-Based Safety File
A compliant high-risk safety file is typically more comprehensive than a low-risk file. This type of safety file must comply with OHS ACT regulations. Factors to include in the file include the following:
- Occupational Health and Safety (OHS) Policy
- Letter of Good Standing (COID)
- Risk Assessments (Site and task-specific)
- Safe Work Procedures (SWPs) and Method Statements
- Legal Appointments
- Training and Medical Certificates
- Inspection Records and Registers
- Emergency Procedures
- Daily Toolbox Talks
