The management of the Coordination of Business Activities (CAE) is a fundamental procedure in today's work environment.
This article aims to clarify the concept of PPA, detail its implications and explain how it works, presenting it as an indispensable system for the protection of workers and the legal security of companies.
Coordination of Enterprise Activities (CAE): Definition and Key Objectives
The Coordination of Business Activities is the set of procedures and measures adopted to prevent occupational risks when employees from two or more companies work in the same workplace. Its purpose is to establish effective cooperation between the companies involved, ensuring that all are aware of each other's specific risks and apply coherent and coordinated preventive measures.
Beyond accident prevention, CAE involves an exchange and validation of documentation that attests to the suitability and overall regulatory compliance of concurrent companies and workers.
Main objectives of the CAE
Reducing workplace accidents: This is the most direct benefit, creating a safer working environment for all.
Ensuring regulatory compliance: Ensures compliance with current legislation, avoiding possible administrative sanctions.
Delimit liability: Protects the company against civil or criminal liabilities that could arise from an accident.
Improve the corporate image: It projects an image of a responsible company committed to safety and legality, a differential value for customers and employees.
Why is CAE Mandatory and When does it apply?
The obligatory nature of the CAE stems from Spanish legislation. Its legal basis is Article 24 of Law 31/1995 on the Prevention of Occupational Risks, which establishes the duty to cooperate in preventive matters.
This principle was developed by Royal Decree 171/2004, which constitutes the specific regulatory framework for the CAE. This decree stipulates that coordination must be applied whenever one of the following situations occurs:
Workers from different companies work together in the same workplace.
A (main) company contracts or subcontracts others to carry out works or services on its own premises.
Subcontracting relationships are established in the execution of a project.
In short, if personnel from different companies (suppliers, clients, temporary employment agencies, contractors) interact in a workplace, the application of the CAE is a legal obligation.
Essential CAE Documentation: The Definitive Checklist
The CAE process requires the provision and validation of a number of documents. The most important of these are listed below.
Company Documents
This documentation accredits the solvency and legal compliance of the contracted company, serving as a guarantee for the main company.
Certificate of being up to date with Social Security and the Tax Agency: This certifies that the company complies with its tax and contribution obligations.
Civil Liability Policy: Essential to ensure coverage for possible damage to third parties. The current policy and proof of payment must be requested.
Risk Assessment and Preventive Activity Planning: Central document that identifies the contractor's risks and the measures planned for their control.
Contract with an External Prevention Service (SPA): If the company does not have its own prevention service, this contract demonstrates that it has the necessary technical advice on ORP.
Workers' Documents
These documents certify that each worker entering the workplace has the necessary training, aptitude and legal cover for their duties.
Register of Training and Information on ORP: Proof that the worker has received the appropriate training and information on the risks of his or her job.
Proof of Delivery of PPE (Personal Protective Equipment): Document signed by the worker confirming receipt of the necessary protective equipment.
Certificate of Medical Fitness: This certifies that the worker has been assessed by a medical service and is considered «fit» to perform the duties of his or her position.
RLC (Contributions Settlement Receipt) and RNT (Nominal List of Workers): These show that the workers are registered with the Social Security and that their employment situation is regular.
Documents relating to Machinery and Vehicles
If the contracting company uses its own machinery, work equipment or vehicles, these must have documentation certifying their safety and legality.
Technical certificate and MOT in force: Required for all vehicles, it proves compliance with the mandatory technical inspections.
EC Declaration of Conformity of the machinery: This certifies that the machine complies with the safety requirements established by the European Union. It must be accompanied by its instruction manual.
Driving licence and compulsory insurance: Documentation required for the circulation of any motor vehicle.
Actors and Roles: Who's Who in CAE Management?
For effective coordination, it is crucial that each party knows its responsibilities:
Owner Employer: Owner of the workplace. His main duty is to inform about the risks inherent to his facilities and the emergency measures.
Principal Employer: This is the company that contracts the execution of works or services. Its responsibility is to oversee compliance with prevention regulations by contractors and subcontractors.
Contractors and subcontractors: They carry out the work. They must inform the other concurrent companies of their own risks and comply with ORP regulations.
Self-employed workers: For the purposes of the CAE, they are considered as a company. They assume the same cooperation and information obligations.
Coordinator of Preventive Activities: Figure designated in work centres where several companies concur and where activities of special risk are carried out. Its function is to guarantee the correct application of the means of coordination.
The Digital Evolution: CAE Management Software and Platforms
In the business environment of 2025, manual management of CAE through physical files or spreadsheets is inefficient and error-prone. These failures can lead to regulatory non-compliance and serious financial and legal consequences.
The technological solution is CAE management platforms and software. These digital tools centralise all documentation in a secure cloud environment, automate the control of expiry dates and facilitate document validation. They enable real-time management of access to the work centre, optimising resources and minimising risks.
To Avoid Confusion: What is CAE in Engineering?
Finally, it is pertinent to clarify the other meaning of the acronym. In the engineering field, CAE stands for Computer-AidedEngineering. It refers to the use of specialised software to simulate and analyse the behaviour of products and systems under real conditions prior to manufacturing. Although it is a technology of great importance in design and development, it is not related to the prevention of occupational hazards.
Conclusions: CAE as a Pillar of the Preventive Culture
The Coordination of Business Activities is a legal requirement that goes beyond a mere administrative procedure. It is a comprehensive system that promotes cooperation between companies sharing a workspace, in order to protect the most important asset: the health and safety of people. A correct understanding and efficient management of the CAE, supported by technology, are hallmarks of a strong preventive culture and a smart way of operating in today's market.
Frequently Asked Questions about the FAC (FAQ)
Is CAE compulsory for the self-employed?
Yes, for the purposes of Royal Decree 171/2004, self-employed workers are considered companies. Therefore, they are obliged to participate in coordination, report on the risks derived from their activity and accredit compliance with their obligations in terms of prevention.
What happens if a company fails to submit CAE documentation?
The main employer or the owner of the work centre has the duty to prevent access to its facilities to those workers of contractor companies who do not comply with the established documentary and safety requirements. Allowing access without due diligence may result in co-responsibility in the event of an accident, as well as possible sanctions by the Labour and Social Security Inspectorate.
How often do CAE documents have to be renewed?
The frequency of renewal depends on the legal or administrative validity of each document. For example, certificates of being up to date with the tax and social security authorities are usually valid monthly or quarterly; the ITV is annual or biennial; and the validity of the medical aptitude certificate is defined according to the health surveillance protocols, and is usually annual. The use of a CAE management platform is the most effective tool to automatically control these expiry dates.
