Technical Briefing 24CDM 2015 - Health & Safety File Format Technical Briefing 20

While it is Quoin’s duty, as Principal Designer to compile the Health & Safety File, the remainder of the project team have duties under the regulations to provide us with record information for inclu-sion/reference. In particular, the Principal Contractor will compile the O&M Manuals containing “as built” information from contractors, suppliers etc.

The original O&M information should be issued direct to us by the Principal Contractor once it has been "signed off" by the relevant designer as being accurate and prior to handover of the building. We suggest that a draft copy is also issued direct to the Client, while the master copy is submitted to us for processing. This enables the Client to have immediate access to key information while the master record copy is being processed and can then be substituted for the draft once finalised. Once Quoin is in receipt of this information we can confirm to the Contract Administrator that any relevant Practical Completion Certificates can be issued.

It can be seen from the format below that the O&M Manuals will be simply numbered with no external reference to their content. They are then indexed in the Health & Safety File which is created by us. This discourages direct access to the manuals without first referring to the H&S File Index where we will highlight any significant residual hazards relating to particular items of record information using a hazard logo.

Both the master document and the Client’s working copy of the documents should beproduced in in electronic and hard copy formats.

Set out below is the anticipated general format for the Health & Safety File and Operating & Maintenance Manuals in connection with the construction project but may be ameneded to suit the specific nature of the project e.g. landscape works:-

Title: Health & Safety File and Operating & Maintenance Manual Index

This document is created by The Quoin Consultancy and incorporates an index to all O&M Manuals as well as highlighting any residual health & safety hazards and detailing their associated risks.

These hazards are defined as “significant residual hazards” and will be identified by the project designers and contractors. They must consider risks to those likely to maintain, clean, alter/extend the building in the future together with risks to people using the building as a workplace as defined by the Workplace Regulations.

Warning! Significant Hazard

T H E Q U O I N C O N S U L T A N C Y196 FERNBANK RD, NORTH ASCOT, BERKS SL5 8LA

01344 89 33 89 SAFETY@QUOIN.CO.UK WWW.QUOIN.CO.UK

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Technical Briefing 24

CDM 2015 - Health & Safety File Format

Technical Briefing 20

Title: Volume 1(General Building Manual)

Comprises information provided by the Principal Contractor incorporating “as built” building information, draw-ings, specifications, warranties, certificates etc. The information should be checked for technical accuracy by the designer prior to issue.

This file will also include as built architectural and structural drawings and specifications.

Title: Volume 2(Electrical Services Operating & Maintenance Manuals)

Comprises as built drawings, specification and test records for electrical installations.

The information should be checked for technical accuracy by the designer prior to issue.

Title: Volume 3(Mechanical Services Operating & Maintenance Manuals)

Comprises as built drawings, specification and test records for mechanical installation.

The information should be checked for technical accuracy by the designer prior to issue.

Title: Volume 4(Lift Operating & Maintenance Manuals)

Comprises as built drawings, specification and test records for lift installation.

The information should be checked for technical accuracy by the designer prior to issue.

Title: Volume 5,6,7,8 ………(Specialist Installations Operating & Maintenance Manuals)

Comprises as built drawings, specification and test records for any specialist structures, fittings or installations appropriate to the project e.g. specialist gas installations, data installations.

NB: The information should be produced in DUPLICATE, as described above, CHECKED for technical accura-cy by the designer prior to issue and manuals should NOT be entitled as Health & Safety File.