What Should a Health and Safety File Contain?
A health and safety file is the organised evidence showing how occupational health and safety risks are identified, assigned, controlled and reviewed. The exact contents depend on the organisation, the work being performed, contractual requirements and the regulations that apply. A construction project file will normally be more detailed than the records required for a low-risk office.
Start with scope, not a generic checklist
Before assembling documents, define the site, project, contractor activities, workforce, equipment and significant hazards covered by the file. Use the client’s health and safety specification, the contractor’s plan and the project risk assessment to determine what is required. A copied index from an unrelated project can create gaps and unnecessary paperwork.
Core company and project information
- Company details, project scope and key contact information.
- Applicable health and safety policy, objectives and organisational structure.
- Client specifications, approved health and safety plan and relevant agreements.
- Proof of registration or good standing where contractually or legally required.
- A register of contractors and the scope allocated to each party.
Legal appointments and competence records
Include written appointments relevant to the work, together with acceptance, responsibilities and proof of competence where required. Examples may include management appointees, construction supervisors, health and safety representatives, first aiders, fire wardens, equipment operators and competent persons for specialised activities.
Names on appointment letters should match the people actually present and performing the duties. Track expiry dates for training, medical fitness and licences rather than filing documents once and forgetting them.
Risk management and work controls
- Baseline, issue-based and task risk assessments.
- Safe work procedures or method statements linked to identified hazards.
- Permit-to-work records for controlled or high-risk activities.
- Personal protective equipment assessments, issue registers and inspections.
- Plant, machinery, tools, lifting equipment and vehicle inspection records.
- Hazardous chemical agent information and safety data sheets where applicable.
A practical HIRA process should connect hazards to controls, responsible persons and review dates.
Training, consultation and communication
Maintain induction records, toolbox talks, attendance registers, certificates and a current training matrix. Add health and safety representative inspections, committee minutes and evidence that corrective actions were assigned and closed. Records should demonstrate participation and follow-through, not only signatures.
Emergency and incident records
The file should contain site emergency procedures, contact numbers, evacuation arrangements, drill records and inspection records for relevant emergency equipment. Retain incident reports, investigation findings and corrective-action evidence. Reportable incidents must be managed in accordance with current legal requirements.
Occupational health and contractor controls
Depending on the risks, include medical fitness records, exposure monitoring, hygiene surveys and relevant occupational health programmes while protecting confidential medical information. Contractor approval, induction, competency verification and ongoing monitoring should be documented.
How to keep the file audit-ready
Use a clear index, document owner, version number and review date. Remove superseded documents from active sections while retaining records according to applicable requirements. Review the file after incidents, design or scope changes, new contractors and significant risk changes.
JAFO can help organisations conduct an OHS compliance audit, develop practical registers and train responsible employees. The final file structure should always be tailored to the site and applicable legal framework.
Frequently asked questions
Is one standard safety-file template suitable for every workplace?
No. A template can provide structure, but the required evidence must reflect the actual work, hazards, parties and applicable regulations.
Who should maintain the file?
A competent, authorised person should coordinate the file, while individual document owners remain responsible for inspections, training, risk controls and corrective actions.
Can records be kept electronically?
Electronic records can support control and retrieval, provided required documents remain accessible, authentic, current and available to authorised parties or inspectors.
This is a general guide, not a complete legal checklist. Confirm requirements for the specific workplace, project and sector.