Schools have a legal duty to ensure that anyone carrying out maintenance, repair or construction work on site is made aware of the asbestos risks in the building. To support this, all schools must have a Signing-in folder that contains a copy of the Asbestos Register and locations plans. This register and the plans must be checked by anyone proposing to complete any works on a building such as contractors and the school site staff (caretakers, site managers) before any work commences.
Why this folder is essential
The simplified Signing-in Asbestos folder is safer and easier to use because:
- It provides contractors with only the information they need to check before beginning a task.
- It reduces the risk of misinterpretation, as the full asbestos survey reports can be lengthy and technical.
- It ensures that Headteachers, office staff or other colleagues can meet contractors safely if the school business manager or site caretaker is off site.
- It strengthens compliance by ensuring both contractors and school staff confirm in writing that the asbestos information has been viewed and understood.
What the folder must contain
The Signing-in folder must include:
1. Copy of the Asbestos Register from the latest Re-inspection survey report (dated in the last 12 months), which is a list showing the location of known, presumed asbestos materials, those materials that have been found NOT to contain asbestos and those areas that were not inspected (inaccessible), which looks like this:
The Item No. for each row in the table can be cross referenced with the plans to see the location of any asbestos containing item.
2. Site plans that clearly show asbestos locations so contractors can easily identify relevant areas without navigating a large technical file.
3. Signing-in sheet – contractors and school employees such as caretakers must sign to confirm they have checked the register and understand the precautions required before starting work.
4. Emergency Procedures Document – which sets out the immediate steps to take if suspected or known asbestos is discovered or damaged, including stopping work, isolating the area, contacting the Asbestos Team, and ensuring safe remediation and investigation.
Why this signing-in folder is better than showing the full Asbestos Management folder that contains multiple documents?
Some business managers prefer to show contractors the full asbestos folder. While this may seem thorough, it creates several risks:
- The full folder is complex and can overwhelm contractors, increasing the chance of misunderstanding key information.
- It is harder for non‑specialist staff (such as office staff or the Headteacher) to use if they are required to cover at short notice.
- Time pressures increase errors. A large document takes longer to navigate, and essential information can be missed when contractors are waiting.
- The simplified folder ensures consistency. Everyone presents the same essential information in the same format.
Summary
Using a Signing-in folder protects staff, pupils, and contractors by ensuring that asbestos is identified in the areas of the building being worked in to prevent accidental damage. It is a simple, reliable process that supports legal compliance and allows any authorised member of staff to provide accurate information quickly and confidently. For more information review the HSG021 Asbestos Guidance and contact the Asbestos Team to request any missing reports.
