The way information is recorded and shared throughout the life of a building has changed significantly in recent years. With the introduction of the Building Safety Act 2022, duty holders are now legally required to maintain a complete, accurate and accessible record of safety information from design through to demolition. This idea is known as the Golden Thread, which ensures that data on fire and structural safety is never lost, incomplete, or difficult to find.

Managing safety information is essential for anyone working with a high-rise residential building, as the risks of poor record-keeping are clear. Past failures, highlighted by the Grenfell Tower tragedy, show that missing or inconsistent information can directly put people at risk. To prevent this, information management must run continuously, from the first design choices until the day the building is demolished.

What is building safety information management?

Building safety information management means making sure that everyone responsible for a project can access the right data when they need it. This information should be digital, secure and kept up to date. It should record technical details of design and construction, but also explain how and why key decisions were made, creating an audit trail that shows accountability.

Good information management supports both safety and compliance. It helps duty holders work together more effectively, apply the fire safety strategy correctly and avoid mistakes on site. It also allows organisations to demonstrate compliance when asked by the building safety regulator, proving that the building meets the law and that safety is being managed properly.

Roles and responsibilities across the lifecycle

The Building Safety Act sets out specific duties for each party involved in a project. Clients, principal designers and principal contractors must gather and manage safety data during design and construction. The client has to provide a digital system for record-keeping. The principal designer must capture design changes and make sure information is shared, while the principal contractor must collect evidence that building work meets regulations.

When the building is in use, responsibility passes to the accountable persons and the principal accountable person. They must maintain information about the building and prepare a safety case report. This document shows how building safety risks, such as fire spread and structural failure, are assessed and managed. It also requires keeping fire safety information up to date and accessible to residents and emergency services.

The building safety regulator can request this information at any time, so records must be kept in a way that makes them easy to access and understand. Poor record-keeping is no longer just bad practice; it can lead to penalties and put people at serious risk.

The regulatory milestones

There are several key points where duty holders must provide evidence. During building control approval, known as Gateway 2, detailed documents must be submitted before construction begins. These include design drawings, compliance statements and plans for how duties will be carried out. At Gateway 3, a completion certificate is only issued if there is proof that the building matches approved designs and that safety information has been handed over in a usable format.

When it comes to information about a higher risk building, there are further obligations. Registering the building requires the submission of Key Building Information, which must be updated within 28 days if details change. These steps show why information management cannot be treated as a one-off task. It has to be planned and maintained throughout the life of the building.

The data lifecycle from design to demolition

Design stage: At the start, it is important to capture the design intent. This includes the fire safety strategy, drawings showing fire compartments, material specifications and records of approvals. Creating version-controlled models and documents ensures that early decisions are properly recorded.

Construction stage: While building work is carried out, contractors must record changes and provide evidence such as photos, inspection reports and product certificates. Change control processes are vital, as they make sure that even small changes are tracked and do not create gaps between design and delivery.

Handover stage: At the end of construction, information is passed on to those who will manage the building. This package must include technical specifications, safety records and maintenance guidance. Crucially, the information has to be in a format that the recipient can actually use.

Operation and refurbishment: Once the building is occupied, new information is constantly added. Inspection reports, maintenance records and refurbishment details must be captured. The safety case report has to be updated regularly to reflect these changes and show how risks are being managed.

Demolition stage: At the end of the building’s life, historical records are still important. They help to guide safe demolition and can also provide useful information for the wider industry.

Standards and systems supporting compliance

To meet these duties, many organisations now use building information modelling BIM and structured standards such as ISO 19650. These approaches set rules for naming files, managing versions and working collaboratively. BIM is more than 3D modelling; it provides a live repository for safety information that develops alongside the building.

Centralised platforms like common data environments bring together design, construction and operational information into one record. For building owners and managers, this makes it much easier to provide evidence quickly when requested by the building safety regulator. A complete audit trail shows not just the information itself, but who made each decision and when.

The cultural dimension

Managing building safety is not only about technical systems. It is also about culture. The goal is to create an environment where residents are both safe and feel safe. Clear communication, records written in plain English and timely updates are vital.

When information is transparent and accessible, residents can trust that those in charge of their homes are taking safety seriously. The Golden Thread, therefore, acts as both a compliance tool and a way of building confidence in the safety of the built environment.

The role of technology

Keeping track of complex safety data over many years is difficult without digital tools. Technology now makes it easier to automate version control, link inspection evidence to assets and maintain continuous records. Platforms like the MosaicGT app are an example of how digital tools can support compliance. They allow building owners and managers to store and update safety records in a structured and reliable way, reducing the risk of missing data and making it simpler to meet regulatory duties.

Conclusion

The life of a building is long, and responsibility for safety does not end once construction is complete. From the first designs to eventual demolition, safety depends on strong information management. Keeping the Golden Thread intact allows duty holders to demonstrate compliance, protect lives and create trust in the places where people live and work.

For clients, principal designers, principal contractors, accountable persons and the principal accountable person, the message is clear: accurate and accessible data is the foundation of safe buildings. By maintaining it, they meet the requirements of the Building Safety Act 2022 and contribute to safer communities.