SHE FILE INDEX
No Contractor Yes No N/A Comments
1 File clearly marked.
▪ Company’s Trading name
▪ Off-Crop Season 2023-2024
▪ Name and Contact Number of Site Manager/ Responsible
person for site attached inside the left part of the file
2 File arranged as per RCL SHE Specification Index
3 Covid-19 Risk Mitigation NA
▪ Covid 19 Risk Assessment
▪ Covid 19 Procedures and Training
4 Letter of good standing To be provided by the
▪ Proof of valid registration and good standing with the Contractor
Compensation Commissioner or another licensed Insurer
5 To be provided by the
Proof of Valid Public Liability Insurance
Contractor
6 Site based company Organogram (Management Yes Please provide competencies
Contacts indicated)
7 Notification of construction work forms To be provided by the
▪ Notification to DoEL Contractor
▪ Proof of acceptance by DoEL-Stamped
8 SHE Plan Yes
▪ Plan available, approved by responsible manager, and
implemented
▪ Proof of Communication available
▪ Plan communicated and Communication register attached Yes
9 SHE Policies Signed By CEO Yes
▪ OHS
▪ Environmental Policy Yes
▪ PPE policy Yes
▪ Substance abuse policy Yes
▪ Housekeeping policy Yes
▪Covid 19 signed by company CEO NA
▪ Proof of policies communication Yes To be signed
10 Medical Certificates To be provided by the contractor
▪ Valid full medical certificates from an occupational health
practitioner for all employees with Annexure 3. (Specific for
the task)
▪ Only provide the Front page (indicating examinations done
and Fitness status and Annexure 3 Certificate)
Note: Authorities may require all medical examination done,
make sure they are always available should they be
requested.
11 List of employees working on project Yes ID copies to be provided
▪ Copies of Employees Identity Document
▪ Foreign Employees – proof of valid SA work permit
12 Approved risk assessments and proof of Yes
communication
Review and monitoring plans approved Yes
Safe work procedures approved and proof of Yes Working at height procedure,
communication Cleaning Procedure
13 Toolbox Talks Yes
▪ Minimum 10 topics
▪ Communication Register – to be communicated onsite
14 Section 37.2 Agreement (Signed by both parties) To be provided by Client
15 Contractors Own Induction and Training Records Yes
16 Chemical List Yes
Safety Data Sheets Yes
17 Proof of Communication of safety data sheets Yes
18 Training Matrix Yes
19 Waste Procedure Yes
▪ Approved
▪ Proof of communication
20 List of tools and equipment to be used in project. Yes
21 Emergency Preparedness and Response Plan Yes
approved.
▪ Roll call Register (Employees onsite)
22 First AID Box Mandatory To be provided by the
▪ Name of First Aider Displayed Contractor
▪ First Aid Box Contents GSR 3 Annexure
23 Certifications (ISO 14001, ISO 45001 etc) NA
24 Fall protection plan. Yes
Risk Assessment of all work carried out from
a fall risk position.
Procedure addressing the inspection, testing Yes
and maintenance of all fall protection
equipment
Rescue plan Yes
Working at heights medical fitness- To be provided by the
Annexure 3 (Employees involved in fall risk Contractor
activities)
Employees Working at height Competencies To be provided by the
Contractor
Fall protection plan Communication Register Yes
25 Rope Access Procedure
26 Demolition method statement NA
27 Excavation Plan/Procedure NA
28 Fire Fighting equipment adequate (Size of hot Yes
work)
▪ Minimum 9kg
▪ Fire Equipment Register
29 Construction Vehicle
▪ Marked Company trading Name
▪ Reflective tape fitted all sides of vehicle
▪ LED Warning light
30 Container onsite
▪ Container Information Plate -Word Document art (For
Review)
▪ COC for DB’S OF Container (Sans 10142-Electrical
Standard)
31 A list of contractors (sub-contractors) including
copies of the agreements between the parties and
the type of work being done by each contractor
32 Registration as Electrical contractor {EIR 6(4)} NA
33 Signed Legal Appointments and Training
Records (Competencies) Attached
33.1 Principal Contractor appointment CR 5(1)(k) Client
33.2 Contractor Appointment CR 7(1)(v) Client
33.3 Section 16(2) appointee Yes
33.4 Construction Manager CR 8(1) NA
33.5 Construction site supervisor 8(7) Yes
33.6 Assistant contractor site supervisor 8(8) NA
33.7 Scaffold Supervisor CR 16(1) Yes
33.8 Construction Health and Safety Officer CR 8.5 (Part Yes Part time
time/Full time)
(Having Considered the Size of the Project, the degree of
danger likely to be encountered or the accumulation of
hazards or risks on the site)
33.9 Section 17 Health and Safety Representative Yes
33.10 GSR 3 First Aider Yes
33.11 A person to perform Resuscitation GSR 5c (Confined NA
Spaces)
33.12 GAR 9 Incident/Accident Investigator Yes
33.13 Fall protection plan developer CR10(1)(a) Yes
33.14 Risk assessor CR9(1) Yes
33.15 Excavation work supervisor CR13(1) NA
33.16 Demolition Supervisor CR 14(1) NA
33.17 Ladder Inspector GSR 13A Yes
No Contractor Criteria No N/A
33.18 Stacking and storage supervisor CR 28 Yes
33.19 HCS Regulations 3(3) Hazardous Chemical Substances Co- Yes
ordinator
33.20 Construction & Mobile Plant operator 23(1) NA
33.21 Section 19 Chairman and Members of the Health and Safety NA
Committee
33.22 Fire Fighter – minimum Level 1 (dependent on risk) Yes
35 Inspection Registers (Monthly)
35.1 Health and Safety Representative Inspection NA
35.2 General workplace Inspection NA
35.3 Vehicle inspection checklist Cherry Picker (to be provided by the
Driven Machinery Inspection (Cherry pickers, Forklift, sub)
Cranes)
35.4 Lifting Equipment To be provided by the sub
35.5 Ladders Yes
35.6 Safety Harness Yes
35.7 Access Rope Kit Ensure it has manufacture instruction
manual
35.8 Hand Tools Yes
35.9 Fire Fighting Equipment Yes Ensure it has the inspection record
35.10 First Aid kit Yes Ensure fisrt aid kit has the contents
35.11 PPE Inspection register Yes
PPE Issue register Yes
35.12 Incident register Yes
35.13 Annexure 1(Recording and Investigation of incidents) Yes
36 Competency Certificates
36 Other To be provided by Contractor
36.1 Tax Clearance To be provided by Contractor
36.2 Proof of budget pertaining health and safety issues To be provided by Contractor
36.3 UIf Registration To be provided by Contractor
36.4 Ull19 Declaration (Monthly Audit) To be provided by Contractor
36.5 Equipment certificates (harness, Lifting equipment’s, Access To be provided by Contractor
rope, first aid kit & Fire extinguisher.)
36.6 Mobile plant registration numbers To be provided by Contractor
Inspection checklist To be provided by Contractor
36.7 Embroided Company PPE To be provided by Contractor
36.8 Copy of Occupational health and safety act 85 of 1993 and Yes
Regulations
24th Edition revised (As May be amended from time to time)
