InfoTown™
Priya's journey · Assurance · Lesson 7

The safety file at handover

Before you start

In the story

A year of safety information, rebuilt from inboxes in a week.

Back to the story

The right way

Week one

Priya and Sam agree what the safety file needs, who provides each part, and when. It goes on the parts list.

As it changes

The designers send their remaining risks with their drawings, every change that alters a risk is flagged as it happens, and Priya checks the file every month.

Handover

The operations manager reads it, asks one question, gets an answer, and takes the keys.

Rebuilt in a weekAn empty folder, a lunch menu, and a client who won't take the keys.
Grown as the job wentRisks gathered while the people who knew were still there, and keys handed over.
Think like Priya

Who will clean, fix, maintain and one day take this apart, and what do they need to know to stay safe? Gather it while the people who know are still on the job.

That's Priya's journey

Follow someone else

Every district has its own stories. See who else is in town, or start again with Rex.
The right way, explained

The right way, explained

The town keeps a list of its hazards: the old mine shaft, the low bridge, the weak floor. It writes each one down when it's found, not when the last person who knew about it is leaving town.

If you're the site manager

If you're the site manager

When something on site changes a risk for the people who'll maintain it, tell Priya that week. "I'll remember at handover" is how it ends up next to a lunch menu.

In the town See it in the town: a year of safety information, rebuilt in a week. What got left out?

Priya's view: the handover parcel the operator opens first. It had better be complete.

Handing over: authorise, accept, publish Parcels with S codes leave the shared table in the Site Office. They stop at the firm leading the work to be authorised, then travel to the Client Town to be accepted, and arrive on the published shelf with A codes. A dashed route sends rejected parcels back with comments. Below the road, a cupboard of parcels that stay with us never goes to the client. A strip shows S1 to S5 turning into A1, A2 and so on, one A code per work stage. SHARED TABLE AUTHORISE CLIENT TOWN ACCEPT PUBLISHED STAYS WITH US S1S2S3S4S5A1A2An Is it all here,and does it fit? Is it whatwe asked for? Shared: S4 to authorise, S5 to acceptSigned off: n is the work stage Not right? Back with comments S codesA codes
Pick a stopThe last leg

Shared

On the label
IM calls it
Watch out for

This is Health and Safety Information!

What the next person needs to stay safe, gathered as the job goes and handed over with the keys.

Sam's Heads Up The law got there first

InfoTown good practice: Gather the safety information as the job goes, not in the last month.

On your job: The safety file probably has a legal name and legal contents where you work. Check those first; the standard sits alongside the law, never above it.

For the audit What the auditor will ask
  • Show me how safety information is gathered during the job, not just at the end.
  • How do design changes reach the safety file?
For the audit What good evidence looks like
  • Safety information on the delivery plan, with owners and dates.
  • The designers' remaining risks issued with their drawings.
  • A file that visibly grows month by month.
From the standard
ISO 19650 Health and safety information

ISO 19650-6 covers health and safety information: gathering it, sharing it and handing it over through the job, like any other information. What the file must contain by law depends on where you work.

Based on the ISO 19650 series: the ideas come from the standard; the plain-English wording, examples and advice are InfoTown's. ISO 19650 is © ISO and BSI. You'll hear the same language across the industry. Read more for free in the Information Management Initiative (IMI) Framework guidance from BSI and nima. For the full requirements, use the standard itself.