E- DOCUMENT COLLATION

PUBLICATION OF HEALTH & SAFETY FILES AND THE OPERATIONS AND MAINTENANCE MANUALS

On completion of building projects it was, and remains, a legal requirement to produce various documents. The most significant records are the “Health and Safety” file and the “Operation & Maintenance Manual” (H&S+O&M).

Historically such documents were extremely “sparse” in content, and what minimal content there was, was rarely referred to. Over subsequent years the issue of such documents began to be taken more seriously, and the content of such documents increased significantly in size. However, they still continued to be issued in paper format, such that:-

• They are/were often difficult to store and access due to their paper bulk
• They are/were typically available to only one department, or even just one person.
• They are/were difficult to amend when alterations are carried out during the lifetime of the building
• they can/could be difficulties in terms of locating information, based on a simple content list and large numbers of plans etc., stored alongside. To interrogate such documents, which commonly now might contain 3,000-5,000 pages, it takes up considerable time. Such is/was the amount of time required, users would be loathe to search the documents unless the item under consideration is/was of considerable significance.
• Conclusion: the information went in, but very little came out – a poor result.

CURRENT ITAcads APPROACH TO PUBLICATION OF A HEALTH & SAFETY FILE AND THE OPERATIONS AND MAINTENANCE MANUAL

With most projects now being designed by use of computer, and increasing numbers of projects being intranet based, the opportunities arise to produce such documentation in e-format. This opens up real opportunities and real benefits as follows :-

• To produce records and information in an easily accessible form (either on disc or as a download website to a PC or laptop) thereby avoiding the enormous “bulk” that paper records create.
• To publish the information to a number of Stakeholders, using filters and passwords to direct the right information to the right people.
• To formulate the information in Acrobat pdf format to enable it to be read without requiring specialist software e.g. AutoCad.
• To utilize the full power of Acrobat pdf to allow the manuals/file to be fully  “searchable” e.g. find all references to “water tank.”
• To easily up-date information as buildings are refurbished,  equipment added/removed, and extensions built, and to be able to distribute the revised information on disc quickly.
• To discipline the information by having strict revisions (e.g. “Runcorn" 2008/rev1) such that everyone works to the correct baseline at all times.
• To include within the O&M Manual copies of the key construction drawings in “as built” format, incorporating the ability to “zoom” into detail and print, where appropriate.
• Such are the efficiencies of the e-approach, in the vast majority of projects, that H+S File and the O&M Manual can be completed by the date of Practical Completion.
  

Once a Client has enjoyed the benefit of the e-approach, he will almost certainly not be satisfied with less.

There will still be existing historic projects, which will have the majority of the information in paper format. It follows that the paper based material should be scanned into computer in PDF format, converted by OCR, again producing e-information which can be printed and searched. This is achievable within very reasonable costs.

Once established, such H&S+O&M e-documents offer the base from which the Client and his team can easily up-date and supplement the documentation over time, thereby maintaining the information’s continuing accuracy and utility.

THE ITAcads Process

Liaise with Client, Contractor, CDM-C, Subcontractors, Tenants to:-

• Define the format, content and timescales of the final manuals with CDM-C

• Consult with all major sub-contractors and agree format & content of O&M manuals and ensure compliance with overall format agreed with the Client.
• Manage collation of all sub-contractors’ O&M information, compile and report back any issues to contractor.
• Discuss with CDM-C content & timescale of manuals and ensure compliance with Clients specific requirements.
• Monthly reports issued which contractor includes in contractors progress reports.
• Collate all the various O&M documents & Health & Safety files into single PDF file which is fully indexed, bookmarked and searchable.
• Issue completed manuals / file.

CASE STUDY 1 - THE CONTRACTOR

ITAcads were employed by a major building contractor to collate H&S+O&M files in an e-format on 7 projects. Such files were fully indexed, but were especially capable of being interrogated by a deep search facility within the file production. Besides the written content, the files incorporated drawings produced for the construction project. These drawings are capable of being viewed, scaled up, scaled down, and ultimately printed off, in part or in full. The files were published on disc with as many copies as are required. ITAcads provided support and training to the Client and his team in the use of the file system, which can be easily up-dated, at regular intervals, or as amendments to the building take place.

Given their experience of ITAcads to-date, the contractor is now actively considering ITAcads compiling and e-publishing all of their H&S+O&M files, commencing from tender stage. The contractor is also giving consideration to what aspects of his firm might benefit from ITAcads input in other work areas. One specific area is the contractor’s “after-care team” who struggle to obtain details of “who installed what, and what are the contact details?” This information was easily provided as an add-on to the H&S+O&M file work.

One of the current projects of this Contractor is a waste process unit, comprising a building, within which is a very significant plant installation. The make-up of the H&S+O&M file for the project were introduced to the building owner and the plant operating company, followed by a demonstration of a typical ITAcads H&S+O&M file in use. The Operators immediately identified that the O&M format would be extremely useful to them. ITAcads were already instructed to produce an O&M file in respect of the three lots of plant on the site, but now that has been augmented by a further O&M section on operating the plant in total, with the Operators providing the technical input. This approach obviously makes especial sense in respect of any development with a high intensity of plant provision.

When the Contractor has issued the H&S+O&M file to Clients, there has been a consistently positive appreciation of the benefits that e-documentation brings to the project, both at completion and during the continuing usage of the building.

Downloadable Case Studies

Booths Project Information Archives

Booths Garstang Supermaket

Ecoparc Waste Recycling Park

York High School & Energise Sports Centre

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