Asbestos Management Reports

What is an Asbestos Management Report?

A management survey is the standard survey. Its purpose is to locate, as far as reasonably practicable, the presence and extent of any suspect ACMs in the building which could be damaged or disturbed during normal occupancy, including foreseeable maintenance and installation, and to assess their condition. 44 Management surveys will often involve minor intrusive work and some

Management surveys should be carried out on properties which contain or possibly contain ACMs. ‘Asbestos-free’ dwellings should be recorded as such in the management plan and do not need surveying. However, workers in such premises (particularly pre-2000) should always be vigilant.

The survey will usually involve sampling and analysis to confirm the presence or absence of ACMs. However, a management survey can also involve presuming the presence or absence of asbestos. A management survey can be completed using a combination of sampling ACMs and presuming ACMs or, indeed, just presuming. By presuming the presence of asbestos, the need for sampling and analysis can be deferred until a later time (eg before any work is carried out).

Any areas not accessed must be presumed to contain asbestos. The areas not accessed and presumed to contain asbestos must be clearly stated in the survey report and will have to be managed on this basis (see paragraph 46), ie maintenance or other disturbance work should not be carried out in these areas until further checks are made.

Management surveys should cover routine and simple maintenance work. However, it has to be recognised that where ‘more extensive’ maintenance or repair work is involved, there may not be sufficient information in the management survey and a localised refurbishment survey will be needed. A refurbishment survey will be required for all work which disturbs the fabric of the building in areas where the management survey has not been intrusive. The decision on the need for a refurbishment survey should be made by the duty holder (probably with help from others).

Minimum Surveyor Qualifications – Small organisations

The surveyor must be competent to carry out the work required. To be competent, the ‘surveyor’ must:

  • 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;
  • carry out the survey in accordance with recommended guidance (ie this
  • publication).

Personnel certification is designed for individuals who may operate as sole traders or in organisations with only a few surveyors. The scheme focuses on individual competence.

Personnel certification provides assurance that an individual has achieved a defined level of competence to carry out specific activities. Currently there is no accredited scheme in operation.

The P402 is a basic minimum qualification for individuals carrying out asbestos surveys and on its own it does not demonstrate competency. Therefore, in addition, individuals must also have at least six months’ full-time, relevant, practical field experience on asbestos surveys under the supervision of experienced and suitably qualified personnel.

What should an Asbestos Management Report Contain

Survey report

The survey report is a record of the information collected at a particular time on the presence and condition of ACMs. Extreme care and attention should be paid to producing the report, particularly in transposing data, as the document will be the formal record of the survey. It will contain the information and data that will be used to prepare the risk assessment and management plan and to make decisions and judgements on the need for actions. Errors in the report could lead to incorrect conclusions and inappropriate decisions.

The report should be completed in a written format, supplied either as a hard copy or as an electronic document, or both. It should be comprehensible to and usable by the client. In particular, the information in the survey report should be easy for the client to extract and to use to prepare an asbestos register, eg by presenting the results in a manner or format that can be directly lifted or employed to form the asbestos register. The report should contain the results of sample

analyses. The survey report should contain the following sections:

  1. executive summary;
  2. introduction covering the scope of work;
  3. general site and survey information;
  4. survey results (including material assessment results);
  5. conclusions and actions;
  6. bulk analysis results.

The design, layout, content and size of the report are very important. Large reports can be unwieldy and even intimidating. Clients are most interested in the summary, results, conclusions and actions. In hard-copy documents, it can be useful to separate the report into different parts, with the bulk analysis results and the individual survey results, particularly if displayed with accompanying photographs, contained in separate detachable appendices.

Executive summary

134 The executive summary should briefly describe the scope, type and extent of the survey and it should summarise the most important information, including:

n          the locations with identified (or presumed) ACMs;

n          areas not accessed (which should be specific to the survey and not generic);

n          ACMs with high material assessment scores;

n          clear notes on any actions (and priorities).

Introduction

The introduction should explain the scope of the work and the purpose, aims and objectives of the survey. It should also contain a description of the nature and age of the building(s) (or other structures) plus construction type.

General site information

General site and survey information should include:

  1. the name and address of the organisation;
  2. the names of the surveyors;
  3. the name and address of the person who commissioned the survey;
  4. the name and address of the premises surveyed;
  5. the date of the report;
  6. the date of the survey;
  7. a description of the areas included in the survey;
  8. a description of any areas excluded in the survey;
  9. the survey method used (this publication and/or other documented procedures);
  10. the type of survey undertaken (management or refurbishment/demolition) and, if more than one type is used, where they apply within the premises;
  11. any variations or deviations from the method; and
  12. agreed exclusions and inaccessible areas (with reasons) which should be specific to the survey and not generic.

Survey results

The survey results should be summarised in table format and as a set of marked-up plans (diagrams) showing the location of ACMs and presumed ACMs. The summary table should contain the following information:

  1. location of the ACMs (eg building identifier, floor number or level, room identifier
  2. and position);
  3. extent of the ACMs (area, length, thickness and volume, as appropriate);
  4. product type (see Appendix 2);
  5. level of identification of the ACM (presumed, strongly presumed or identified);
  6. asbestos type in the ACM (eg chrysotile, amosite, crocidolite).

For a management survey (and refurbishment and demolition surveys where the work is not imminent), the following additional information should be provided:

  • accessibility of the ACM;
  • amount of damage or deterioration;
  • surface treatment (if any);
  • the material assessment score or category (high, medium, low or very low);
  • any actions required from the material assessment.

The information in the results table should be presented on an individual room basis. Any rooms or areas not accessed and presumed to contain asbestos should be included in the results table.

Where suspect material is proved not to be asbestos, by sampling or other means, this should be recorded in a separate table. This will help in any future debate over the nature of these materials.