In the construction industry, there is a misconception that subcontracting out the collation of Operation & Maintenance (O&M) manuals and Health & Safety (H&S) files, will help to reduce risk for the main contractor. On the surface, this outsourcing strategy appears efficient, freeing up project teams to focus on completing the build. However, in reality, it introduces unnecessary costs, additional layers of complexity and paradoxically - and most importantly - even greater risk, writes Christian Thomas, founder of AJ Digital, one of the country’s fastest growing suppliers of digital services to the construction sector.
We believe it is a myth that subcontracting the collation of O&M and H&S files mitigates risk. In most cases, the individuals tasked with collating outsourced O&M manuals and H&S files are not the same people who are involved in the construction process. They are external service providers, often working under tight deadlines and competitive fees, with no intrinsic knowledge of the products, systems and methodologies used on the project.
Their role is to collect and compile information provided by subcontractors and suppliers, sometimes without the expertise or knowledge to verify its accuracy or relevance. This approach increases the likelihood of inconsistencies, omissions and even non-compliance with regulatory standards. It is our view that this third-party variability introduces an unnecessary and avoidable level of risk.
This situation is made more challenging with the introduction of the Building Safety Act, which has placed an even greater emphasis on accountability and transparency in construction projects. At the heart of this legislation is the "Golden Thread" - a requirement that essential building safety information is accurately recorded, maintained and made accessible throughout the lifecycle of a building. This means that main contractors must have clear, structured and reliable O&M and H&S files that comply with stringent regulatory requirements.
Subcontracting these critical tasks introduces a break in the Golden Thread, as outsourced service providers may not have a full understanding of the project’s safety requirements. A fragmented and inconsistent approach to managing O&M and H&S files further undermines the integrity of this essential data, leaving main contractors vulnerable to regulatory breaches and potential liability.
Legal accountability
One of the biggest misconceptions is that outsourcing O&M and H&S files shifts responsibility away from the main contractor. The truth is that ownership of the final handover information sits firmly with the main contractor, regardless of who compiled it. If errors, gaps, or inaccuracies are discovered post-handover, it is the main contractor who remains accountable to the client and potentially liable for legal or financial repercussions. Subcontracting this process does not absolve responsibility - it merely adds an additional layer of risk with no real benefit.
A recent study published in the Journal of Safety Research looked at the safety management practices of subcontractors in construction projects. The research highlighted that subcontractors often operate under different safety cultures and practices, which can lead to inconsistencies and increased risks on-site. The study concluded that subcontractors have always been linked to higher risk. This indicates that outsourcing critical safety documentation and management can introduce variables that are difficult for main contractors to control, potentially leading to safety oversights.
Industry research also highlight that outsourcing O&M manuals can lead to similar challenges such as incomplete or inconsistent documentation. This confirms the potential risks associated with relying on third parties who may lack comprehensive project-specific knowledge, leading to documentation that fails to meet required standards or timelines.
Increasing complexity and cost
Each additional layer of subcontracting introduces inefficiencies. The more intermediaries involved in handling data, the greater the chance of miscommunication, misinterpretation and loss of important details. This complexity can lead to increased costs due to unnecessary third-party involvement and delays in project completion caused by slow or inadequate information collation
This creates frustration for clients and asset operators when the final documentation arrives incomplete or poorly structured. The result - rather than streamlining the process, outsourcing often leads to more confusion and additional rectification work at the final stages of a project.
To ensure an accurate, comprehensive and regulation-compliant handover process, main contractors must take ownership of their O&M and H&S file creation from the outset – and here is how it can be done. Rather than relying on third parties, contractors should invest in upskilling their own design managers, package managers and project teams in the methodology and importance of proper handover documentation.
By embedding this knowledge internally, contractors can ensure information is compiled correctly from the beginning, maintain a consistent and standardised documentation process and reduce dependency on external providers, saving both time and money, At AJ Digital, we assist in training and equipping such teams with the tools they need to take control of the handover process.
The training is designed to help contractors overcome one of the main challenges in O&M and H&S file creation - to ensure consistency and compliance with industry regulations. By consulting with handover specialists like us, contractors can develop a standardised, regulation-compliant structure that integrates seamlessly into their project workflows.
Unlike third-party services that simply collect and compile documents, we work collaboratively with contractors to deliver their own data effectively, ensuring a smooth and efficient handover process that benefits all stakeholders.
Taking ownership of O&M and H&S documentation leads to better outcomes for the client and the asset operators. Properly structured and comprehensive handover information ensures easier maintenance and operation of the building, faster access to critical information for facilities management teams, increased safety and compliance adherence and long-term cost savings through better lifecycle management
Most importantly, by ensuring that all documentation is clear, organised, and fully integrated into the client’s asset management system, main contractors can mitigate risk and also enhance their reputation as industry leaders.
At AJ Digital, we understand that contractors do not want to create data just for the sake of it - they want to be empowered to manage and deliver high-quality, regulation-compliant handover information. Our approach is simple - to provide bespoke tools and expertise to help main contractors take full control of their O&M and H&S file creation without unnecessary intermediaries.
By taking ownership of the process and equipping internal teams with the right knowledge and tools, contractors can ensure better, safer and more efficiently managed assets – and best of all – risk is kept to a minimum.
