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When is health and safety file required?

The Essential Timing of a Health and Safety File: When is it Required?

In the realm of occupational health and safety management, the need for thorough documentation is a given. One of the most vital components of this documentation framework is the Safety, Health, and Environment (SHE) file, a living document designed to ensure employee wellbeing and legislative compliance. However, understanding when exactly a SHE file is needed can sometimes be challenging. This blog aims to provide insight into the importance and timing of a SHE file in your operations.

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Are you feeling overwhelmed with the idea of compiling a SHE file? Griffin Occupational Health and Safety Solutions can assist. We offer SHE file templates tailored to your business needs, ensuring a smooth and stress-free compliance journey.

For more information, feel free to reach us at 066 215 4439 or email info@grisk.co.za. You can also visit our website at https://www.grisk.co.za/.

When to Prepare a SHE File

According to the Occupational Health and Safety Act (OHSA), any company involved in construction work must prepare a SHE file before starting any project. This legal requirement is not confined to the construction sector alone but extends to various other industries as well, where there is a potential risk to the health and safety of the employees involved.

Let’s break down the main instances when a SHE file is required:

  1. Before Initiating a Project: This is the most critical time when a SHE file should be prepared. The file serves as an operational blueprint outlining the potential risks, preventive measures, safety protocols, and detailed plans regarding occupational health and safety for the specific project. Without it, you may leave your organization open to unforeseen risks and liabilities.
  2. Throughout the Project Life Cycle: The SHE file is not a static document but one that needs to be updated and maintained throughout the project’s lifecycle. Regular reviews and updates should be made to reflect any changes in working conditions, new risks identified, modifications in safety procedures, and so on.
  3. At Regular Intervals in Non-Project Contexts: Even outside the scope of specific projects, regular SHE file updates are necessary. For example, changes in legislation, shifts in company policies, new training undertaken by staff, or any changes in the day-to-day operations of your company can prompt a SHE file review and update.
  4. During Inspections or Audits: Regulatory bodies may request to see your SHE file during routine inspections or audits. In these cases, having an up-to-date file is essential to prove your compliance with occupational health and safety laws.
  5. After an Incident: If a safety incident occurs at your workplace, it’s crucial to review and update your SHE file. The incident may reveal new risks that weren’t previously identified, and changes may need to be made to your safety procedures to prevent similar incidents in the future.
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A SHE file is an indispensable part of your company’s health and safety strategy. Its importance cannot be understated, nor can its regular updating and reviewing be overlooked. If prepared effectively and maintained regularly, it not only ensures a safe and healthy working environment but also shields your organization from potential legal repercussions. Remember, a SHE file is required not just at the start of a project, but throughout its life cycle and beyond.

CONTACT US

Are you feeling overwhelmed with the idea of compiling a SHE file? Griffin Occupational Health and Safety Solutions can assist. We offer SHE file templates tailored to your business needs, ensuring a smooth and stress-free compliance journey.

For more information, feel free to reach us at 066 215 4439 or email info@grisk.co.za.

You can also visit our website at https://www.grisk.co.za/. You can download your safety files at https://www.grisk.co.za/shop/

Let’s make health and safety a priority, together.

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