Following the recent Asbestos Management Audit, schools are reminded of the importance of ensuring that asbestos management arrangements are accurately recorded and maintained.
The audit identified that, while corporate policies and guidance are in place, there is inconsistency at site level in how these are applied. This includes issues with both the Asbestos Annual Return (completed in Civica) and Local Asbestos Management Plans (F21a), which form a key part of demonstrating compliance with the Control of Asbestos Regulations 2012.
Key actions for schools
Accurate completion of Asbestos Annual Returns
- Annual Returns must reflect the actual arrangements in place on site
- Responses must be truthful and based on current practice, not intended arrangements
- The audit found cases where returns indicated controls were in place, but this was not supported in practice
- Inaccurate returns limit the Council’s ability to provide assurance and may mask gaps in control
Completion and maintenance of the F21a Management Plan
- All schools must have a completed Local Asbestos Management Plan (Form F21a)
- Management Plans must be kept up to date and reviewed at least annually
- The audit found plans that were incomplete, out of date, or not using the current template
- Plans should clearly identify responsible persons and deputies, and contain accurate site information
- The F21a should be embedded into routine site management, including inductions and handovers
Document Management
- Implement effective document control arrangements for asbestos records
- Clearly separate current documents from archived records
- Store asbestos information in a consistent and accessible format
- Make key sure key documents are readily available to employees and contractors
Why this matters
The audits confirmed that risk is driven by inconsistent implementation of the management arrangements at site level rather than a lack of policy. Gaps in documentation and accuracy increase the risk of inadvertent disturbance of asbestos containing materials. Accurate records are essential to demonstrate compliance and ensure staff and contractors are working safely.
Next steps
- Complete or review your most recent Annual Return found in Questionnaires in Civica and confirm it accurately reflects site arrangements
- Check and update your F21a Management Plan. Make sure you are using the current template
- Address any actions identified as part of your local audit
- Check to see that you have the correct documentation as follows in your main Asbestos Folder:
- Corporate Policy and Guidance Documents HS21 and HSG21
- Latest copy of the Management Survey Report
- Latest copy of the Annual Re-inspection Survey Report
- Emergency Procedures
- Ensure that the documentation is easily accessible and in a clear usable format. The printed copies of the latest Asbestos Register and plans in the Signing in folder and the Emergency Grab Bags should be printed in colour and be of a readable size.
Further support and guidance will continue to be provided by the Health and Safety Service, and compliance will be monitored through the ongoing audit programme. The Asbestos Team can be contacted email: asbestosteam@somerset.gov.uk or Tel: 01823 355906.
