Record-keeping is a key tool in assisting with the legal compliance of your building and ensuring that the building is documented for future management.
As such, any major works need to be recorded to make sure they’re traceable. Major works are significant or substantial building projects, that are often categorized into exterior decorations, major repairs or improvement work.
Before works
Before major works begin, there are a few key steps that need to be undertaken.
Primarily, the work needs to be justified, and the original state of the building needs to be documented. Things that could help you here are risk assessments, condition surveys and structural safety assessments. Photographic evidence is also helpful.
Under the 2012 regulations, all Asbestos Containing Materials must be removed (as far as is reasonably practicable) if it is going to be disturbed by any major refurbishment or demolition. This may also be the case for smaller refurbishment works if you’re planning any structural or layout changes.
Where asbestos is unlikely to be disturbed and is in good, manageable condition, it may well be safer to leave it in place and to ensure regular inspections instead, but before major works, a Refurbishment and Demolition Survey can be a valuable tool to ensure the safety of those on site.
Another piece of legislation that requires good documentation is Section 20 of the Landlord and Tenant Act 1985. According to this act, tenants and leaseholders must be consulted before being charged for any major works, particularly if the works will cost leaseholders more than £250 each. Legal professionals can inform you on the details of this process, and keeping copies of correspondence with tenants and leaseholders ensures your compliance is recorded.
Other documents that are good to have before works start are scope of work documents, method statements and the credentials of your contractors.
During works
Keeping a record of what’s happening on site is essential to assist with compliance. Documents that could be relevant for the future management of your building include:
- Weekly or milestone-based photographic records.
- Progress reports from contractors and/or project managers.
- Any deviations from original specification – with reason and approval trail.
- Site diaries or inspection records, especially where compliance-critical assets are involved (e.g. fire doors, compartmentation fixes).
- Health & Safety file updates.
- Construction (Design and Management) Project files, including evidence of Principal Designer and Contractor, notification to the HSE, and the Health and Safety File.
Photos and written updates are also an effective way to involve any tenants or leaseholders in the works and a tool for maintaining expectations with your contractors.
After completion of the works
After the works are finished, it is important to have all your documentation in order, to ensure that the works have been properly recorded and can be incorporated into the ongoing account of your building.
It is a legal requirement that after any material change to a building, you must have a post-works fire assessment. This is to ensure that the works haven’t affected existing compartmentation or fire stopping measures, particularly if the contractor is still on-site, as they can then remedy any issues as they are found.
Inspection and commissioning reports should be signed off with any snagging reports and final sign-off documentation. All elements of a building should be checked, even down to things like fire doors and windows, which should have their guarantees compiled.
Once the works are complete and signed off, tenants/leaseholders can be informed, and all this information and documentation can be compiled to add into your Safety File. If your building is above 18m, this information can also be relevant for a Building Safety Case.
Why it matters
The HSE or Local Authority can request this documentation any time, and if your building is over 18m, the Building Safety Regulator will only give you 28 days’ notice to get your BSC together. Being prepared is the best way to make sure that you will not be pulled up when they do.
Good documentation is not only a green flag for legal compliance, it also improves resident confidence, reduces the chance for disputes, and will assist in the future management of your building. Anyone who comes to manage the property in the future will thank you for doing your due diligence and leaving a record that helps them understand the safety of the building.
Need a hand?
If you want to book a survey or assessment, or even just ask for some advice about documentation, our helpful team at 4site Consulting will be happy to chat! Give us a call on 01376 572 936 or drop us an email at [email protected].
