How an asbestos survey should be procured

Many of our customers have come to us following a poorly completed survey which often we have had to completely redo, rather than use the document provided to us. Given that regulations for surveying have been in place for some time (over 10 years now), why do these surveys seem not to offer customers the service they were expecting?

The reasons we tend to get these opportunities come from a number of factors:

1. The customer believes the report fails to address information which he is currently investigating (say ACM's identified in locations previously claimed to be asbestos free)

2. The customer cannot work out how to use the report and therefore requires expert advice to get full use of the information contained within.

3. There is a lack of communication between the author of the report and the customer

In a number of these cases we have to review the competence of the original report, and especially in reports over a few years old, or where the buildings have had significant differences in use, we have to recommend the resurvey of the property. This situation could be avoided if the survey is undertaken correctly in the first place, and there is a measure of quality for the report attached. This can be demonstrated through the use of a number of elements:
 

• have sufficient training, qualifications, knowledge, experience and ability to carry out their duties in relation to the survey and to recognise their limitations;
• have sufficient knowledge of the specific tasks to be undertaken and the risks which the work will entail;
• be able to demonstrate independence, impartiality and integrity;
• have an adequate quality management system; and
• carry out the survey in accordance with recommended guidance (i.e. HSG 264).

So provided all these aspects are in place (and if required, GBNS can provide these assessments for you), and you have identified the type and extent of survey necessary (i.e. management for ongoing building control and refurbishment where disturbance to the fabric is required), then next is to ensure the survey is completed successfully.

Procuring a survey correctly

The initial strategy for surveying properties depends upon the number and homogeneity of properties to inspect, and the intention of the customer with regard to the report. Should the customer be using the report to develop a management plan, then there needs to be a discussion with the surveying organisation to ensure access is available to all functional spaces wihtin the building, particularly the areas where maintenance workers access on a frequent basis. Consideration is also required about the timing of the survey to minimise disruption to the occupier(s) of the building, although the primary goal must be getting access to all parts of the building in a safe manner. These aspects are detailed within the new guidance (Asbestos, The Survey Guide - HSG 264) and have duties not only for the customer (normally owner of the building but may also be the agent), but also for the surveying organisation, as noted below:
 

Information the surveyor needs from the client to enable a quotation to be prepared
 

• Details of buildings or parts of buildings to be surveyed and survey type(s).
• Details of building(s) use, processes, hazards, priority areas.
• Plans, documents, reports and surveys on design, structure and construction.
• Safety and security information: fire alarm testing, special clothing areas (eg food production).
• Access arrangements and permits.
• Contacts for operational or health and safety issues.

Information the client/dutyholder should expect from the surveyor

• Surveyor(s) identity, qualifications, accreditation or certification status, quality control procedures.
• References from previous work.
• Insurance (professional indemnity cover).
• Costs.
• Proposed scope of work.
• Plan of work, including plans for sampling or asbestos disturbance.
• Timetable.
• Details of caveats.
• Report, including areas not accessed/not surveyed (on completion of the work)

Further information on these aspects can be viewed in the Asbestos, the Survey Guide (HSG 264) or in discussion with GBNS Partnership Limited (Tel 01371 810700 or email here).