Handover guide
The safety file is the record of the finished building that anyone working on it later relies on, and its pieces come from several firms, much of it in the last weeks before handover. Fidrel gives the file a home in the client’s facilities management: a set of folders for it, a handover line naming who delivers it and by when, and access folder by folder for the firms that contribute. Preparing and reviewing the file stays with the people whose job that is.
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Design information sits with the design team, services drawings with the M&E contractor and access arrangements with the specialists. Each sends its part in its own format, and whoever pulls the file together spends the closing weeks chasing pieces instead of reading them.
Versions travel by email between the design team, the contractor and the client’s side. On handover day nobody is quite sure which copy was issued, or where the marked-up services drawings ended up.
The file is meant to stay with the building. Handed over as a box of binders or a download link that expires, it is nowhere to be found when a roofing contractor asks the facilities team how to reach the plant safely.
When an administrator creates the facilities folders on a project from Fidrel’s Irish site, the structure opens with 01 Safety file. Beneath it are six folders: Safety file as issued, Summary guide, Design criteria, Residual risks, Services locations, and Maintenance access and procedures. The folders are a starting point, not a list of what the file must contain. Rename, move or delete them to match the file as it is actually issued on your project, and add folders of your own inside the area where the file needs them.
Operations
Create from template adds a line called Safety file under the section Other, which points to the Safety file as issued folder once the folders exist. Give it the firm or person delivering the file and a due date ahead of handover, and use the notes for anything agreed about its format or timing. The line moves from Outstanding to Submitted when the file arrives and to Approved once your side has looked at it, and approval records who did so and on which date. Where parts of the file come from different firms, give each part a line of its own and point it at the folder it belongs in, so every contributor has a date against their name.
Step 1
A project administrator creates the facilities folders, which on a project from Fidrel’s Irish site start with 01 Safety file and its six subfolders.
Step 2
Add the Safety file line from the template, then a line for any part coming from a separate firm, each with who delivers it, a due date and its folder.
Step 3
Invite each firm only to the safety file folders it contributes to, with a role that can upload, and copy current revisions of project drawings across.
Step 4
Set each line to Approved once its part has arrived and been looked at, then export 01 Safety file for the client and keep the folders for later works.
Much of what the file draws on already exists in the project: as-built services drawings, design notes, maintenance information. From Documents in facilities management, an administrator picks documents in the project’s own folders and copies their current revision into a safety file folder, such as Services locations. Each copy keeps its number and revision and says which project revision it came from. The project keeps its documents, and when a newer revision is issued there, the copy shows it and can fetch it, so the file does not quietly fall behind the drawings.
Each contributing firm can be invited to chosen folders only, with a role that uploads and works in them, so the M&E contractor files into Services locations without seeing the rest of facilities management or the handover checklist. After handover, a maintenance contractor can be given 01 Safety file with a role that can only view and download. In Access & privacy a folder can also be kept to administrators or to selected members, and that restriction covers every subfolder and file beneath it.
From the facilities menu, the Export centre takes 01 Safety file, or any other folders you choose, and downloads them as a single ZIP that mirrors the folder tree. With the CSV option ticked, the download also carries an index of every file with its folder, title, number, revision, status and size. Only current versions go in, and only what the person exporting is allowed to read. Fidrel does not bind the safety file into one document: there is no cover, contents page or page numbering.
Fidrel does not prepare, review or approve the safety file, and it takes on none of a project supervisor’s duties. Handover lines send no reminders, and an approval is a name and a date, not a signature. Nothing in Fidrel checks whether the file is complete, or whether it is still current after later works. What goes into the file is for the people preparing it to decide; Fidrel keeps it where the client and those who work on the building after them can find it.
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Read moreNo. The file is prepared by the people responsible for it on your project. Fidrel provides the folders, the handover line and the access, and keeps the file with the building’s other records.
No. They are a starting point that you can rename, move, delete or add to. What the file holds is decided by the people preparing it, not by the names of the folders.
Yes. Invite it to chosen folders only, with a role that can upload. It sees those folders and what is in them, but not the handover checklist, which needs the whole facilities area.
Yes, if you invite them. A person can be given access to 01 Safety file alone, with a role that can view and download the documents but not change anything.
No. Handover lines send no reminders. A line past its due date is flagged as overdue, and the facilities overview counts what is still outstanding and what is awaiting review.
Yes. The Export centre downloads 01 Safety file, or any folders you pick, as a single ZIP with the folders kept and an optional CSV list. It does not merge the file into one PDF.
