Digitisation and automation can streamline the creation of compliant Safety Case Reports, says M-Files
Managers of residential buildings with seven or more storeys must maintain and update records to manage the risk of fire or structural failure
As part of the Building Safety Act 2022 that came into force in October last year, the principal accountable person for a high-rise residential building must submit a Safety Case Report, containing key information about the property, to the Building Safety Regulator (BSR) by April 2024.
Areas the report is required by law to cover include the building’s height, when it was constructed, relevant design codes or standards and building control body completion certificates. Failure to submit a Safety Case Report or the submission of an incomplete report is classed as a criminal offence.
According to George Haddaway, Regional Vice President, UK at M-Files, property owners must digitise records, structure data and automate processes wherever possible to ensure they have all the necessary information to produce a complete and compliant Safety Case Report.
Haddaway said: “The introduction of the Building Safety Act represents a step in the right direction in terms of providing tenants with adequate levels of security and protection, and guarantees the upkeep of high-rise residential properties is consistently reviewed.
“Property owners seeking to comply with the new regulations and submit a Safety Case Report that will receive instant approval from the BSR must consider how they store historic records for buildings across their portfolio.
“Failure to produce information about the building’s construction – for example, materials used for insulation or roofing – or design codes could result in an incomplete report and subsequent sanctions.
“In order to remain compliant, construction firms and individuals with large portfolios must ensure all records are digitised, so that important documents can be easily stored and located. Hard copies of files are often misplaced or destroyed, so keeping an electronic record of all necessary documentation is the first step in creating a thorough Safety Case Report.
“Data must also be simple to locate when stored digitally on a central document management system. Organising files using metadata means that information is saved by defining its type and business context, allowing building managers to search using keywords to quickly find the documents they need to compile their reports.
“Another way principal accountable persons can streamline the generation of a Safety Case Report is by leveraging artificial intelligence (AI) and automation. AI embedded in an information management system can automatically classify and sort documents, suggest files that may be of use and even summarise entire pieces of content. Such features can save valuable time, allowing building managers to dedicate more attention to the maintenance of their properties.”
Haddaway concluded: “Construction firms that take advantage of knowledge work automation and evaluate how they can modernise their approach to information management will save considerable amounts of time when putting together Safety Case Reports. With the submission deadline to be enforced this month, properly structured data can support property managers in their efforts to remain compliant.”
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