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OPERATING AND
MAINTENANCE MANUAL
INCORPORATING HEALTH
AND SAFETY FILE
VOL 1
ISSUE DATE xxxxxx
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OPERATING AND MAINTENANCE MANUAL
INCORPORATING HEALTH & SAFETY FILE
VOLUME 1
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HEALTH & SAFETY FILE
CONTROL & REFERENCE DOCUMENT
Details Issued by Checked by Received by
Name
Company
Date
Signature
IMPORTANT
This File is available to any person(s) that might require information as necessary to carry out safely
works on the structure or work within the structure.
No person should remove or alter information from the File without due authorisation and only
after completing the amendment control sheet as explained in the notes regarding File
Maintenance within section one.
This Control document provides a reference for the history of the project/structure and identifies other
documentation that is available to assist those persons responsible for future maintenance or
alterations to the structure. It is therefore important that the Health and Safety File is kept together
with the Operating and Maintenance Manuals
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MAIN INDEX
Section 0.1 Technical index
Section 1 General information
1.1 Important notice
1.1.1 Statutory requirements
1.1.2 Purpose of the health and safety file
1.2 File maintenance
1.2.1 Keeping and maintaining the file
1.2.2 Amendments to the file
Section 2 Project particulars
2.1 Brief description of the project
2.2 Address of the project
2.3 Commencement and completion dates for the project
2.4 Project directory
Section 3 Statement of design criteria
3.1 Overall architectural design criteria
3.2 Structural design criteria
3.3 Building services design criteria
3.4 Key design principles
3.4.1 Disability access statement
3.4.2 Maintenance and cleaning access
3.4.3 Fire strategy
Section 4 Records
4.1 Surveys and investigation reports
4.2 Planning and building regulation approvals
4.3 Schedule of as built drawings
4.4 Schedule of specifications
Section 5 Residual hazards and risks
5.1 Residual hazards
5.2 Residual hazardous materials
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All information from this section onwards is located in ‘follow on’ volumes
Section 6 Maintenance and general information
6.1 Schedule of sub-contractors
6.2 Sub-contractor information
In this section you will find the following information, as applicable,
within each sub-contract package.
i) Any relevant as built drawings
ii) Method statements for items of work or plant that could
require specialist dismantling by the end user
iii) Technical data and risk assessments for all
iv) Hazardous substances or materials that may be present
after the construction phase.
v) Technical information sheets for any specific material or
plant that has been installed.
vi) Maintenance information for equipment and materials
installed
vii) Manufacturers guarantees/certificates
Section 7 Materials purchased by main contractor
7.1 Schedule of materials suppliers
7.2 Supplier information
i) In this section you will find the following information, as
applicable, within each supplier package-
ii) Technical data for all hazardous substances/materials
that may be present after the construction phase.
iii) Technical information sheets for any specific material or
plant that has been installed.
iv) Maintenance information for equipment and materials
installed.
Section 8 Services information
8.1 Addresses and telephone numbers for service authorities
8.2 Information on mains services
Section 9 As built drawings/specifications
9.1 Engineers drawings
9.2 Architects drawings
9.3 As built specifications
Section 10 Stand alone electrical manual
Section 11 Stand alone mechanical manual
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Section 0.1
Technical index
The index that follows is provided to give a quick, listed alphabetically, subject
reference and therefore does not give full and complete information on the subject.
Fuller information may be found in the following sections as applicable–
Section 3 - Design information
Section 5 – Residual hazards
Section 6 – Sub-contractor information
Section 8 – Services information
Section 9 – Architects and Engineers drawings
Section 10 – Mechanical and electrical manuals
Some or all of these sections may need to be consulted prior to carrying out
maintenance operations.
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1.1 IMPORTANT NOTICE
1.1.1 Statutory Requirements
This document is required by law. The relevant law is contained in the
Construction (Design and Management) Regulations 2007 (the CDM
Regulations), issued under the Health and Safety at Work Act 1974. Practical
guidance on the CDM Regulations 2007 is provided by the HSC document
‘Managing Health and Safety in Construction’, Approved Code of Practice.
This health and safety file is required to be kept and maintained by any person
for whom a ‘project’ as defined by the Construction (Design and Management)
Regulations 2007, is carried out on any of the listed properties. That person
might be the owner of the property or properties, or a leaseholder of the
property or properties, or the occupier of the property or properties. Refer to
Regulation 17 of the Construction (Design and Management) Regulations 2007.
Failure to comply with the Regulations could result in heavy fines and/or
imprisonment.
1.1.2 Purpose of the Health and Safety File
The information contained in this health and safety file should be made
available for inspection by any person who may need information in the file for
the purpose of complying with the requirements and prohibitions imposed on
him or her by or under the relevant statutory provisions. Refer to Regulation 10
of the Construction (Design and Management) Regulations 2007.
This includes persons who clean, maintain, alter, refurbish, repair or demolish
any of the listed properties. Those persons are required by the Management of
Health and Safety at Work Regulations 1992 to carry out risk assessments in
respect of the task they are intending to undertake. In order to do this effectively
they need adequate information about that part of the property or properties
which will be worked on and any possible hazards which may exist. The
provision of this information to these persons is the fundamental purpose of the
health and safety file.
If it is necessary to appoint a CDM Coordinator for future ‘construction work’, as
defined by the Construction (Design and Management) Regulations 2007, on
any of the listed properties then this health and safety file should be provided to
that CDM Coordinator.
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1.2 FILE MAINTENANCE
1.2.1 Keeping and Maintaining the File
The information in this health and safety file should only be amended, updated
or added to, following careful consideration. A complete history of revisions
made should be kept in this document.
The person or persons responsible for keeping and maintaining this health and
safety file should ensure that the information contained within it is clearly
presented, legible and accessible. The file should also form an integral part of
any system established in accordance with current legislation for ensuring
health and safety.
1.2.2 Amendments to the File
Alterations or amendments to this file should only be carried out by authorised
persons. Alterations or additions should be noted on the amendment
Control Sheet on the following page. Any drawing/information which has
been superseded should be noted on the amendment Control Sheet. Any
information appertaining to fittings or equipment removed form the structure
should be noted on the amendment Control Sheet. The File should be audited
and consolidated at regular intervals by an authorised person who is duly
qualified, so that the information contained is complete and fulfils the intent of
the Construction (Design and Management) Regulations 2007.
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AMENDMENT CONTROL SHEET
RECORD OF AMENDMENTS
Date Detail of Amendment and Reason for Signature
Section Amended Amendment
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2.00 PROJECT PARTICULARS
2.1 Brief description of the project
2.2 Address of the project
2.3 Project dates
2.4 Project directory
2.1 Brief description of the project
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2.1 Brief description of the project
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2.2 Address of the Project
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2.3 Project Dates:
Start date:
Completion date:
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2.4 Project Directory
The Client and Building Owner
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Clients Agent
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CDM Co-ordinator
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Quantity Surveyor
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Quantity Surveyor
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Architect
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Structural Engineer
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M&E Consultant
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Principal Contractor
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3.00 DESIGN CRITERIA
3.1 Architectural design philosophy
3.2 Structural design criteria
3.3 Building services design criteria
3.4 Key design principles
3.4.1 Disability access statement
3.4.2 Maintenance and cleaning access
3.4.3 Fire strategy
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3.1 Architectural Design criteria
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3.2 Structural design criteria
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3.3 Building Services design criteria
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3.4 Key Design Principles
3.4.1 Disabled access statement
3.4.2 Maintenance and cleaning access
3.4.3 Fire strategy
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3.4.1 Disabled Access statement
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3.4.2 Maintenance and cleaning access
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3.4.3 Fire strategy
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4.00 RECORDS
4.1 Surveys and investigation reports
4.2 Planning and building regulation approvals
4.3 Schedule of as built drawings
4.4 Schedule of specifications
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4.1 Surveys and Investigation Reports
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4.2 Planning and Building Regulation Approval Documents
Documentation includes results of air tightness test
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4.3 As-built Drawings
Drawing registers follow
Drawings themselves are located in section 9 of the main manual
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4.4 As-built Specifications
Architects as built specifications follow on from as built drawings in section 9 of
the main manuals
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5.00 RESIDUAL HAZARDS AND RISKS
Note:
The Residual Hazards identified by the Designers in sections 5.1 and 6.1 will need to
be managed by the User. The table in 5.1.5 indicates the hazards that have been
identified on this project.
When preparing a Method Statement for a maintenance activity the User of this manual
must implement sufficient and suitable measures to eliminate or minimise as far as
possible all the hazards identified by the Designers that are associated with the
intended activity.
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5.1 Residual Hazards identified by main architect
5.2 Residual hazards identified by structural engineer
5.3 Residual hazards identified by services engineer
5.4 General residual hazards
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Services Engineer
There are no residual risks on either the electrical or mechanical installation
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No. Residual Hazard Applicable
to Project O&M Ref O&M O&M
Ref Ref
1. Work at any height. yes 5.1 3.5.3
2. Work in occupied areas yes user
3. Access to roofs, roof mounted plant yes 3.5.3
& equipment
4. Cleaning, windows, cladding, yes 3.5.3
signage
5. Access to plant rooms, areas and yes 3.5.3
equipment (including lift motor
rooms).
6. Hot-work and any other work yes user
involving the risk of fire.
7. Work on services. yes Mech +
elec
manuals
8. Window glass replacement yes 3.5.3 6 Spec-
Al-
Design
9. Replacement of ‘high level’ lighting yes Elec
etc. manual
10. Cleaning of drains, manholes, etc. yes 5.1
11. Landscaping Maintenance etc. no
12. Internal painting, spraying, yes 6
decorating etc. Lennon
13. Alterations to Fire Protection yes 3.5.4
14. Maintenance etc. of lifts. yes 6
Kone
15. Work near rivers, culverts, etc. no
16. Work on or near public areas, car yes User
parks, traffic routes, etc.
17. Work in confined spaces, Only if by
hazardous atmospheres user
18. Work involving fumes, noise, dust Only if by
user
19. Existing hazardous substances or no
procedures
20. Tenant’s/Concessions. no
21. Structural modifications yes 3.3
22. Demolition Yes 3.1
23. Specialist Cleaning instructions Yes 6 as
applicable
24. Specialist Maintenance instructions Yes 6 as
applicable
25. Other Specialist Hazards No
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General Maintenance Works – Approach to Residual Hazards
Below are detailed typical approaches to the residual hazards identified or which may be associated
with the general maintenance works set out in the table above:
1. Any work at any height:
Where a person could fall from any height, including cleaning, both externally and internally, the
following minimum precautions will be required at all times:-
● Only to be carried out by competent persons
● Only to be carried out by persons trained in the particular application i.e., scaffolding, Mobile
Elevated work Platform’s (MEWP), etc.
● Use all necessary and appropriate safe working platforms, e.g. scaffolds
● Provide all necessary safe access to and egress from all places of work and all working
platforms
● Use all necessary fall restraint systems
● Provide all necessary edge protection, barriers, signage etc., for protection to operatives,
occupiers and the public etc.
2. Any work in occupied areas:
● Only to be carried out by competent, suitably trained and authorised persons
● Segregate the work areas from the occupiers’ activities, operatives, occupiers, public etc.
● Provide all necessary hoarding, barriers, signage, etc., and any other protection deemed
necessary for the circumstance.
3. Access to roofs, roof mounted plant & equipment etc:
● To be restricted to approved persons only who are suitably trained for the work to be carried
out and have been made full aware of the relevant risks and the procedures to follow
● A Permit-to-Work system must be in force
● Where provided, fall restraint systems, harnesses etc., must be used strictly in accordance
with the manufacturer’s/suppliers recommendations and/or instructions
● Where applicable all necessary edge protection must be installed to prevent falls, falling
materials, etc.
4. Access to plant rooms, areas and equipment (including lift motor rooms):
● To be restricted to authorised persons only
● A Permit-to-Work system must be in force
● Doors to be kept locked to prevent unauthorised access
5. Cleaning of external and internal windows, window frames, cladding, signage, etc:
● Only to be carried out by competent and suitably trained persons on a Permit-to-Work basis
● Safe access and working platforms must be used, including any window cleaning equipment or
system and/or fall restraint system incorporated into the building
● Any such system, including cherry-pickers or the like, must be used strictly in accordance
with the manufacturer’s/suppliers instructions and/or recommendations.
● All parts of any such window cleaning/fall restraint systems etc. are to be regularly inspected,
maintained and tested in accordance with the manufacturers’ recommendations and any
relevant statutory legislation, British Standards, etc.
● All personnel using such systems must have been fully trained and qualified in the use of the
appropriate system
● All necessary precautions are to be taken to prevent falls, falling materials, etc.
● All necessary precautions are to be taken to protect others, particularly operatives, occupiers,
the public, etc.
6. Hot-Work and any other work involving the risk of fire:
● Only to be carried out by competent, suitably trained, qualified and authorised persons on a
Permit-to-Work basis
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● All necessary precautions are to be taken to prevent fire by removing or suitably protecting any
nearby combustible materials
● Only to be carried out with suitable provisions for fire fighting, as a minimum a fully charged
fire extinguisher (suitable for the conditions involved) at the work area
7. Work on Services:
● Only to be carried out by suitably qualified, competent and authorised persons
● To be carried out on a Permit-to-Work basis
● Always with a suitable fully charged fire extinguisher to hand
● No work is to be carried out on live services.
8. Window Glass replacement:
● Only to be carried out by competent and suitably trained persons
● All necessary precautions to be taken to ensure that there is no risk of injury to the occupiers
or public, and in particular to prevent broken, flying or falling glass etc.
● In the event of broken glass, the area must be thoroughly cleaned of any fragments
9. Replacement of ‘high level’ lighting etc:
● Only to be carried out by suitably qualified, competent and authorised persons
● All necessary precautions are to be taken to prevent falls, falling materials etc.
● All necessary precautions are to be taken to protect others, e.g., barriers, signage, etc.,
particularly occupiers and the public etc.
10. Cleaning of drains, manholes, etc:
● Only to be carried out by competent, suitably trained, qualified and authorised persons
● A Permit-to-Work system must be in place
● All necessary checks for hazardous atmospheres must be carried out
● All necessary protection to openings must be provided e.g., warning signs, light, barriers, etc.
11. Landscaping Maintenance etc:
● Only to be carried out by competent and trained persons
● COSHH assessments must be carried out for all materials and activities and all necessary
precautions taken to avoid hazardous fumes etc.
● Any work involving hazardous products must only be carried out by competent, suitably trained
and authorised persons
● All necessary precautions to be taken to ensure that there is no risk to occupiers, the public,
etc., and in particular to prevent the spread of any hazardous fumes etc., from spraying etc.
12. Internal painting, spraying, decorating etc:
● Only to be carried out by competent and trained persons
● COSHH assessments must be carried out for all materials and activities and all necessary
precautions taken to avoid hazardous fumes etc.
● Particular care must be taken not to obstruct stairways, fire escape routes, etc., and to avoid
tripping hazards, etc.
13. Alterations to Fire Protection:
● No alterations, etc., are to be carried out to the structure, walls, column casings, doors, riser
ducts, finishes, etc., without first checking the relevant sections of the Building Manuals to
determine whether or not the work to be carried out will adversely affect the fire protection of
the building or structure
● Any such work must be approved by the appropriate authority prior to commencement and if
there is any doubt the lead Designer for the project must be consulted
● Any necessary temporary measures are to be put in place to ensure that the ire integrity is
maintained
14. Maintenance etc., of lifts, or the like:
● Only to be carried out by suitably qualified, competent and authorised persons
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● A Permit-to-Work system must be in place
● All such work must be carried out in accordance with the manufacturers’ recommendations
and the relevant statutory legislation, Code of Practice, British Standards etc.
● All necessary precautions must be taken to prevent any unauthorised access to lift cars, motor
rooms etc., when such work is being carried out
● Ensure that there are no unprotected door openings, shafts etc
15. Work near Quayside, culverts, etc:
Not applicable
16. Work on or near public areas, car parks, traffic routes, etc:
● Only to be carried out by competent and suitably trained persons
● All necessary precautions to be taken to ensure that there is no risk to others, particularly
occupiers, the public etc., by separation of the work areas, hoarding, signage, traffic
management etc.
17. Working in confined spaces, hazardous atmospheres, etc:
● Works must be carried out in accordance with “Confined Spaces Regulations 1997”
● Only to be carried out by suitably qualified, competent and authorised persons working for an
approved company
● A Permit-to-Work system must be in place
● Only with adequate ventilation
● Only with outside assistance available
18. Any work involving fumes, noise, dust, etc:
● Only to be carried out by suitably qualified, competent and authorised persons working for an
approved company
● A Permit-to-Work system to be in force where appropriate
● Adequate ventilation to be provided at all times
19. Any work on or that could affect any existing hazardous substances or procedures:
● Information about these health and safety issued must be requested and/or checked with the
building occupier
● Risk Assessments and Permit-to-Work systems must be in place
20. Tenant’s/Concessions:
● Any fitting-out, alterations, etc., shall only be carried out by suitably qualified, competent and
authorised persons working for an approved company and with the permission of the building
occupier
● To take into account the risks to the health and safety of the occupiers, the public, other
tenants, visitors etc.
● To be carried out in such a manner to ensure that there is no risk to the overall safety or
integrity of the building
● Relevant information in relation to the work carried out must be added to the existing Health &
Safety File
● Liaison with the building occupier must be undertaken where any work could have adverse
affects, e.g., work on services, in common areas, affecting access or emergency escape
routes, etc., the building occupier must be advised on the nature and duration of the work to be
carried out, and agree any temporary procedures that are to be put in place etc.
21. Structural modifications:
● Only to be carried out by suitably qualified, competent and authorised persons working for an
approved company
● No such work is to be carried out without first consulting the structural Engineer and relevant
section(s) within the current Health & Safety File in respect of the effect of the modifications on
the integrity of the structure
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● Relevant information in relation to the work carried out must be added to the Health & Safety
File
Generally:
All general, regular cleaning and maintenance is to be carried out in accordance with all relevant
health and safety legislation, guidance, etc., and take into account the potential hazards identified in
this Health and Safety File, or the relevant O&M Manuals or Contractors’ Manuals.
Care should be taken to safeguard the health and safety of the building occupiers’ staff and the public.
Safety procedures to be followed include the following issues:-
● Fire prevention and precautions
● Guidance for contractors working on the premises
● Permit-to-Work for hazardous processes including Hot-Work
● General methods of cleaning
● Approved cleaning materials
● Specialist cleaning instructions
● Specialist maintenance
Where appropriate, emergency procedures and first aid facilities must be established and agreed with
the building occupier prior to work commencing
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5.2 Residual Hazardous Materials
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There are currently no hazardous materials that we are aware of, but should new hazardous
materials be incorporated, or materials not currently deemed hazardous become recognised
as hazardous (as happened with asbestos), then details should be added in this section
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6.00 MAINTENANCE & GENERAL DETAILS
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SCHEDULE OF PRINCIPAL SUB-CONTRACTORS
SERVICES INFORMATION
Full details of services provided within the building will be found in the
stand alone mechanical and electrical manuals
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Approvals
Building regulation and planning approval
Building regulation sign off.
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DRAWINGS
There follows hard copy of architects general
arrangement drawings
Further detail drawings are available from the architect
and all drawings are available on the CD.
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DRAWINGS
There follows hard copy of the Engineers general
arrangement drawings.
Further detail drawings are available from the Engineer
and all drawings are available on the CD.
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