Asbestos survey reports: what should I expect and how do I interpret them?

A fundamentally important aspect of the asbestos management process for a particular property or site is the asbestos survey. This systematic inspection of a building is geared towards determining whether asbestos-containing materials (ACMs) are present at the given site – and if so, the location and condition of those materials.

After an asbestos survey is completed at a site for which you have responsibility, you can expect to be issued with a comprehensive asbestos survey report.

There are three different types of asbestos survey available – a management survey and a refurbishment survey and demolition survey. In this article, we will look more closely at what survey reports are, what they typically contain, and how the dutyholder needs to interpret them.

Why are asbestos survey reports critical for dutyholders?

As we have written about in the past, asbestos surveys – and by extension, the asbestos reports emerging from them – play a critically important role in the process of complying with relevant legislation, such as the Control of Asbestos Regulations 2012 (CAR 2012).

You will have noticed that we have already referred in this article to the “dutyholder”; this relates to the “duty to manage” asbestos outlined under CAR 2012, Regulation 4. The dutyholder is typically either the owner of a given non-domestic premises, or the person or organisation with clear responsibility for the property’s maintenance or repair.

Ultimately, then, such parties as business owners, landlords, health and safety officers who have a “duty to manage”, and contractors preparing for refurbishment or demolition work, all need to read and act upon asbestos survey reports.

The contents of asbestos reports enable dutyholders to ensure compliance with CAR 2012 and other regulations. The asbestos report will therefore help the dutyholder to avoid significant health risks, potential fines, and legal liabilities.

What are the different types of asbestos surveys and when should you use them?

Three types of asbestos survey exist in the UK. Although both survey types are likely to necessitate sampling, they otherwise markedly differ, and are requested in different circumstances:

• Management surveys This is the less intrusive of the three asbestos survey types, and is carried out in order to locate ACMs that could be disturbed during the everyday use in the given . The information gained from a management survey will aid the dutyholder’s efforts to manage ACMs during normal occupation and use of the premises. The surveyor will seek to avoid disturbing ACMs.This type of survey is ideal for occupied buildings and the ongoing maintenance of a given property. The resultant report will include risk assessments for in-situ ACMs.
• Refurbishment and demolition surveysThe usually more intrusive nature of these types of asbestos survey is related to their purpose: the identification of all ACMs in an area that will be subject to refurbishment or demolition work.ACMs, after all, can often be hidden deep in the fabric of a particular building. A refurbishment or demolition survey, is a destructive inspection and increases the risk of It is therefore important that these risks are managed properly. As a vital element of the preparation process for structural work at a given premises, it allows for the identification of ACMs beforehand, thereby informing safe demolition or refurbishment work.Dutyholders may pursue additional strategies in certain circumstances and for certain sites. Phased projects, for instance, may necessitate a combination of surveys. Furthermore, a dutyholder may conduct “reinspection” surveys periodically to monitor ACMs previously identified at a given site.

What are the key sections of an asbestos survey report and why are they important?

Below is a summary of the core sections of an asbestos survey report. These elements of a report are interdependent on each other; taken together, they help provide a comprehensive picture of the asbestos situation at a particular site or .

• Survey methodology: this part is crucial for providing transparency about the scope and limitations of the asbestos survey.
• Survey results and material assessment: this sets out detailed findings on ACMs.
• Asbestos risk register: this summary of the levels of risk posed by identified ACMs facilitates the ongoing management of such materials.
• Executive summary: this section highlights the asbestos survey findings for quick understanding.
• Appendices set out supporting data like photographs, lab reports, and site diagrams.
• Annotated site plans: This provides a clear, visual representation of where asbestos-containing materials (ACMs) are located within the property.
• Recommendations and next steps: this section guides compliance and safety actions.

How should you interpret the executive summary for immediate actions?

The executive summary of an asbestos survey report typically gives a type, extent and condition of the asbestos found recorded in the survey report. It should summarise the most vital information, including:

• The locations in the surveyed area or property where identified (or presumed) ACMs are present
• The areas not accessed (this should be specific to the survey, rather than generic)
• The ACMs that have high material assessment scores
• Clear notes on any actions (and priorities).

The executive summary, then, will be very useful for sharing in quick briefings with stakeholders (for example, contractors and the people who use the given premises on a day-to-day basis). You can also align it with your building’s asbestos management plan (AMP) to help determine the next steps.

What details should you look for in the survey methodology?

The methodology used for the asbestos survey will also need to be detailed in the report. There should be a high level of transparency in the information provided about the inspection, covering such elements as:

• Areas surveyed: was the entire building accessed, or were there exclusions, such as concealed voids?
• Sampling methods: information should be provided on bulk sampling, visual inspection, and how surveyed materials were confirmed to be ACMs.

The asbestos report should be clear and unambiguous about the survey’s limitations, which will help prevent the dutyholder overlooking any risks. For instance, certain areas may not have been surveyed due to their inaccessibility. If so, plans may be put in place for additional inspections of the building.

It is good practice to validate that the methodology set out in the report complies with the Health and Safety Executive’s (HSE) guidelines, such as those outlined in the regulator’s Asbestos: The survey guide document, under the series code HSG264.

How do you analyse the survey results and material assessment scores?

In your interpretation of the asbestos survey report as a dutyholder, you will need to pay immediate attention to these key elements:

• The locations of the identified ACMs, encompassing specific rooms, structural elements, and/or hidden spaces.
• The condition assessments, bearing in mind that damaged ACMs pose a higher risk of releasing dangerous asbestos fibres.
• The asbestos type(s) identified: whether an identified ACM consists of chrysotile, amosite, or crocidolite asbestos can have certain implications (crocidolite, for instance, presents the highest risk).

When an asbestos management survey is conducted, the resultant report will need to include an assessment of the condition of the various ACMs, and their ability to release fibres into the air in the event of disturbance. This is known as the “material assessment”.

The HSE’s guidance provides an algorithm that can be used to score each ACM the given survey identifies. Further information on this system is detailed in the aforementioned HSG264 publication. In summary, however, the main factors influencing fibre release are given a score; these can then be added together to produce a material assessment rating.

The four main parameters determining the amount of fibres an ACM releases in the event of it being disturbed, are:

• Product type
• Extent of damage or deterioration
• Surface treatment
• Asbestos type

Each of these parameters is given a score between 1 and 3, from low to high potential for fibre release. If the overall score that a particular material receives is 10 or above, this indicates it has a high potential to release fibres if it is disturbed.

ACMs with higher scores, then, can be interpreted as presenting higher immediate risk levels, which should inform your prioritisation in terms of how they are managed.

What is an asbestos risk register, and how can you keep it actionable?

Also sometimes referred to as simply an “asbestos register”, an asbestos risk register can be defined as a document that shows the results of an asbestos survey conducted on a property or site.

This document should be a comprehensive record of all ACMs identified, their condition, and the associated risks. In your position as a dutyholder, then, the asbestos risk register for your premises will be crucial for facilitating your compliance with the “duty to manage” asbestos requirements.

In order to maintain an effective asbestos risk register, you should:

• As a minimum, c annual reviews to monitor the condition of ACMs at your site
• Update the register after any major changes, such as renovations or new findings
• Ensure the register is accessible for contractors and maintenance teams.

Some slightly more advanced tips for managing your asbestos register and keeping it actionable :

• Using our additional Oracle digital portal along with other tools and software’s for better record management.
• Incorporating photos, maps, and detailed notes to minimise ambiguity during reinspection surveys.
• Oracle also use Private QR codes. These codes are attached to our clients buildings , allowing only those with access such as our team, the asbestos manager on site or whomever relevant to scan the code and be shown exactly how much asbestos there is in the premises and where. As stated it is a private code run via an app that only those necessary has access to.

How do the recommendations and next steps guide your compliance efforts?

You can expect the report from your asbestos survey to provide recommendations on the courses of action to take next.

Below are the recommendations typically made for various ACMs in asbestos reports, depending on such factors as the location and condition of the materials and the perceived risk of disturbance:

• Manage: if a given ACM is in good condition, undisturbed, and unlikely to be disturbed in the future – for example, because it is in a relatively inaccessible location – the report is likely to suggest you keep an eye on the material over time.
• Encapsulation: this involves a seal being applied to the surface of an ACM, thereby ensuring loose asbestos fibres are not released from it in the future.
• Removal: your asbestos survey report may recommend that the ACM be removed if it poses a high risk of disturbance and associated asbestos fibre release.

When you are evaluating the recommendations in your asbestos report, you will need to account for both risk and safety as regardless of the cost if this needs addressing to keep employees/children or the general public safe then it must be done. Ultimately, however, you must prioritise your actions based on potential harm and compliance urgency.

How can appendices enhance your understanding of the report?

You shouldn’t overlook the value that the appendices in an asbestos report can provide. You can expect to see the following key content in the appendices:

• Photographs, to provide visual confirmation of ACMs for easy identification
• Site diagrams, giving accurate mapping of ACM locations to aid your planning
• Lab analysis reports, providing scientific confirmation of the asbestos type(s) found at the premises.

Cross-referencing the photographs and diagrams in the report appendices with the material assessments can give you crucial information and insights into the true asbestos situation at your property. Don’t forget to also share the detailed appendices with contractors to avoid any miscommunication during works at your site.

How do you use asbestos survey reports for long-term safety and compliance?

The following are some of the ways in which your next asbestos survey report can feed into your efforts to stay compliant with UK law, while keeping building users and occupants safe:

• The development of an asbestos management plan (AMP)You should take steps to incorporate the findings of the asbestos survey, together with the risk register data and report recommendations, into your AMP.

• Training and awarenessThe information in your asbestos reports can help you ensure the right training is provided to staff and contractors in relation to asbestos risks and management.

• Regular reviews Scheduling annual inspections or post-renovation reviews, building on the findings detailed in previous asbestos reports, can help you achieve sustained compliance at your premises.

Conclusion: what’s next after receiving an asbestos survey report?

Whatever your latest asbestos survey report happens to contain, it is of the utmost importance to interpret and act on its findings without delay. Through suitable monitoring and updates, you can help ensure continued compliance at your site or property.

By engaging with qualified asbestos professionals, you can receive expert guidance and put yourself in the best position to implement a proactive and effective asbestos management strategy.

To learn more about any of our services at Oracle Solutions, and to receive a fast and free quotation, please contact our team by phone or email.