What is a she file

We develop bespoke comprehensive health and safety management systems. Our health and safety file’s form a holistic fully  integrated system that references to the health and safety act and regulations. The process simplifies the health and safety file’s administration and the understanding of its workings.

Developing site specific health and safety files in the construction industry has become an onerous task. Every client has their own set of specifications. A one site fits all safety file has long gone out the door.

Every safety file index looks different. At WT safety compliance consultants, we have worked with most of the big construction companies and have adapted our safety files to suite their requirements.

We also understand that a safety files not implemented is not worth the paper it is printed on. We include in our safety file price, implementation.

Implementation is the communication of all the documents in the health and safety file, this process acknowledges that employees have been informed of the contents of the she file. Implementation also requires the legislated appointments to be signed by the applicable person.

Safety file printing factories does not include implementation, and they hardly take site specifications into consideration. The consequence might leave your company open to non-compliance, and non-compliant safety files relates to a delay in production. Which in turn have a direct impact on your bottom line.

Get your compliant health and safety file today.

Our safety files consist of but is not limited to:

1. Index
   • Letter of good standing
   • Tax Clearance Certificate
   • Public Liability cover
   • Company Registration
   • Mandatary Agreement
   • Project Health and safety specifications
   • Project Baseline Risk Assessment
2. Appointments
   • Section 16.1 (CEO Appointment)
   • Section 16.2 (Site Agent/Site manager)
   • Construction Manager
   • Assistant construction manager
   • Construction Health and Safety Officer
   • Risk Assessor
   • Construction Supervisor
   • Assistant Construction Supervisor
   • Incident Investigator
   • Fall protection plan Developer
   • Housekeeping Supervisor
   • Stacking and Storage Inspector
   • (Any other applicable Appointment under your scope of work)
3. Personnel Info
   • List of employees
   • Next of kind details
   • General Duties of employees
4. Policies
   • Health and safety policy
   • Workplace Policy
   • Noise Policy
   • PPE Policy
   • Environmental Policy
   • Site Waste management Policy
   • Safety Disciplinary Policy
   • COVID-19 Policy
   • Smoking Policy
   • Alcohol Policy
   • Drug and Substance Abuse Policy
5. Plans
   • Health and safety plan
   • Environmental Plan
   • Site Waste management Plan
   • COVID-19 Prevention and Protection plan
   • Fatigue management plan
6. Procedures
   • Emergency Plan and Procedure
   • Hazardous Substances Management Procedure
   • Hot work procedure
   • Near miss procedure
   • Dealing with a positive covid-19 case procedure
7. Risk Management Index
   • Risk Assessment Plan
   • Risk Monitoring plan
   • Risk Review plan
   • Contract work method statement
   • Risk Assessments based on your scope of work
   • Planned Task Observation
   • Risk Management procedure
   • Fall Protection plan
   • Safe Operating procedure for equipment used
   • Safety Working Procedures for Identified tasks
8. Incident Index
   • Incident Register
   • Investigation procedure diagram
   • Annexure 1
   • Investigation procedure
   • Non-Compliance report
   • WCL2 Employers report of an accident
   • Incident Report Summary
   • Accident Control Recon
   • Incident Classification
   • Accident Control reconciliation document
9. Legal Register
   • Occupational Health and safety act
   • Construction Regulation
10. Material Safety Data Sheet
11. Work file Index
    • Daily safe task instruction
    • Site Rules
12. Toolbox Talk Index
    • Toolbox Talk Topics relevant to scope of work
13. Registers based on scope of work and equipment used
14. Inspection Checklists based on scope of work and equipment used.

NB: This is not a fixed index, it can be change to suit the specification of the relevant project.

Each and every developer, first time home builder, principle contractors, contractors and subcontractors are required by law to have a safety file as proof of adherence to the Occupational Health and Safety Act and Regulations. Construction Regulation of 2014, clearly states:

CR 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.

CR 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

CR7(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.

There is a common misperception that the SHE File and the SHE Plan is one and the same thing. This is incorrect. The SHE Plan forms part of the SHE File and therefore the content of the two is different. A SHE File should consist of the following in terms of content (guideline only): 1. Planning Site Plan Schedule Safety Plan Fall Protection Plan Safety Specification 2. General Admin Requirements: Common Vocabulary – A typical list of abbreviations used. Notification to HSE – Notification to HSE required within 7-days of award of contract. Company Safety Policy – To be signed by the CEO. Organogramme – Generic version included as a guideline. Site specific organizational structures are recommended. Site Start-up Checklist – A guideline on items to be considered when starting up the construction site and activities. Schedule D – Notice in Respect of Machinery. Site Safety Rules – Used to induct all new employees on site. Safety Induction – Used to induct all new employees on site. Toolbox talk proforma – This is a blank format of the toolbox talk. Ten Commandments of Safety – A brief list of rules to abide by. Used for awareness and induction. Emergency Tel. Numbers – Must be completed at site level for the emergency services within the area. Hot work permit – Any work involving open flame, welding etc, in explosive environments or confined spaces requires an assessment of the conditions and a permit to proceed to ensure all the necessary safety precautions have been considered. Formwork repair guide – To be read in conjunction with the scaffold inspection appointments and should be referred to when inspection scaffolding. Lock-out request form – Work required on equipment whether electrical charged or mechanical in operation, requires and assessment and permit where the risk of being put in motion may be undetected, then the lock-out is required. 3. Appointment Documents Legal & Other Appointments applicable to your site and area of operations 4. Risk Assessments Risk assessment proforma Site Risk Identification sheet Planned Job Observation Hazardous Task Identification RA Training attendance Risk Assessment Road Map Example of Risk Assessment Example of Hazardous Task Identification Example of Site Risk Identification 5. Training Training Needs Analysis Training Attendance Register Training Certificates 6. Health & Safety Committee Site Safety Personnel Safety Committee Agenda Meeting Attendance Register Safety Committee Minutes 7. Registers Registers applicable to the site operations 8. Hazardous Substances HAZCHEM Schedule MSDS as per Hazardous Chemical used 9. Road Management Traffic Officer Stop go Operator Flagman 10. Incident Management Incident Reporting Procedure Letter of Good Standing Employers report of an Incident Resumption Report Annexure 1 Internal Incident Investigation Form First Aid Register PPE Register Weekly Site Statistics 11. Emergency Planning Emergency Plan Evacuation Procedure Evacuation Alarms Emergency Planning Name List Emergency Planning Practice Report 12. Contractors & Sub-contractors Agreement with Mandatory Project Manager Construction Work Supervisor Safety Representative First Aider First Aid Agreement with Principle Contractor Deviation Report Register 13. Audit Checklist 14. Mine Health & Safety Act Requirements Project Manager Production Supervisor Plant Manager Blasting Manager Engineer, etc. You will see there is a slight overlap between the two; however the Safety Plan is much more condensed than the Safety File. It is almost as if the Plan is an executive summary of the File – although this can be misleading. A SHE Plan however consists of the following in terms of content (guideline only): 1. Introduction 2. Reference Documents 3. Definitions 4. Responsibilities 5. Objectives and Targets 6. Planning and procedures 7. Implementation of the Occupational Health and Safety Specification 8. Application of the Health and Safety Specification Compensation for Occupational Injury and Diseases Occupational Health and Safety Policy Hazard identification and Risk Assessment Health and Safety Committee Health and Safety Training General Record Keeping Incentives Penalties Emergency procedures Hazards and Potentially Hazardous Situations Personal Protective Equipment and Clothing Safety Signage Permits Contractors and Suppliers 9. Health and Safety in Practice Excavations Demolition Explosives and Blasting Stacking of materials and housekeeping Hazardous Chemical Substances Asbestos Plant and Machinery ANNEXURES a. Health and Safety Policy b. Hazardous Task Identification c. Risk Assessment d. Induction e. Toolbox talk f. Audit Schedule