Naveed Mohammed of Inspectas Compliance looks at the critical need to make sure safety information flows from to property owners in projects, and says it’s nothing new.

Having a competent, transparent and communicative project team has never been more necessary. Clients are looking ever more closely at how they appoint architects, to ensure they have an experienced and knowledgeable team on their project.

A key priority is having exceptional information flow through the design and construction team to the end user. Since the Grenfell tragedy, this has led to the evolution of the term “Golden Thread of Information” which although primarily relates to “higher-risk and high-rise residential buildings,” legislates best practice for all areas of architectural design through to operational management of a building, its information and the training which is given to end users throughout its life.

The Fire Safety Act, Fire Safety (England) Regulations, Building Safety Act for “Higher Risk” buildings have recently been amended to:

• bring in key elements such as flat entrances and external wall construction;
• give new requirements to protect residents and responding fire fighters;
• define the “Accountable Person” for fire safety requirements in high risk residential buildings;
• increase the requirement to record fire risk assessment;
• increase the requirement to record fire safety arrangement;
• enhance requirements for coordination and cooperation;
• ensure residents have access to fire safety information.

Regardless of the “Golden Thread,” haven’t the majority of these requirements been the case since the advent of the CDM Regulations?

The CDM regulations 1994 came into effect in March of 1995, and are still in force with the latest revision CDM 2015. While names and roles have changed or become obsolete, those who’ve worked in our industry for decades can see that the core principles haven’t really changed.

The DNA of the regulations has always been to ensure the need for architects and designers to ensure that occupiers, property managers, facility managers and maintenance contractors can effectively manage and maintain the buildings, whether newly constructed or refurbished, and the regulations established the need for a Health & Safety file which should evolve and document the building throughout its life.

All informed professionals, contractors and clients know this, so aren’t the recent legislative changes merely reinforcing what the CDM regulations state should be done?

When considering the recent requirements of the “Golden Thread” it’s clear to see that the core requirements are unchanged, and “communication” is key to end users. This is the same for all construction projects, and potentially even more important in educational establishments where challenges include:

• ageing building stock;
• evolving educational needs requiring adaptation and change;
• limited funds;
• severe timing restriction on projects (holiday and funding periods);
• historically poor record keeping (pre-1994);

Over time, there has been a significant increase in the information end users of a building receive during and at the end of a project. Technology, PDFs, Building Information Management (BIM), and a myriad of facilities management IT solutions have given us this information “on tap”. Yet because of this digital progress, many end users still find it difficult to make sense of the information, keep it up-to-date when changes happen, prioritise legislative requirements and pass the right information onto end users.

So how can we improve the information flow so the “Golden Thread” and CDM regulations are adhered to?

1. An up-to-date record of how the estate is run

De-clutter historic documents and records into an archive. Some records are required for proof of maintenance etc but it’s essential that an estates team knows what’s important to the current operation of a building. Architects, or the Principal Designer, can help with this process from the outset of a project.

2. Accurate floor plans

Remodelling is constant in educational establishments, and keeping up-to-date with changes is essential. Floor layouts critically impact the accuracy of building management information such as fire strategies, fire compartmentation surveys, fire door surveys, asbestos management, asset management, building services management, evacuation strategies, time tabling etc.

All of these are necessary for buildings to maintain compliance and projects should not be commenced until the client has accurate floor plans.

3. Principal Designer competency

Architects should work with the Principal Designer to ensure the right information is available to the design team at the outset of a project to allow this information to evolve for effective operational management.

A Principal Designer must be “competent” under the CDM regulations but also have a good knowledge of operational management of buildings. Consider the people’s experience on the project, not necessarily the company.

4. Health & Safety file awareness

Ensure clients understand their obligations to maintain the Health & Safety file under the CDM Regulations. This should remain with the building for its lifespan and be passed on if sold. Sometimes a Health & Safety File isn’t “available” or has even been thrown away! The quality and content of the information should also be relevant. All too often we find unnecessary information in files which only muddies the waters, wastes time and causes higher risks.

5. Appropriate training

People in charge of such H&S information should clearly understand what should be in the file. Only when fully conversant with the H&S file contents and how the building functions on a day-to-day basis, will they get the full benefits of its purpose. Ensure end users and managers receive the appropriate training whether done in house or by bringing in a specialist involved in the project and document this training.

Naveed Mohammed is health and safety divisional lead at Inspectas Compliance