This fire safety log book and maintenance record should remain on the premises at all times. The register will assist you in proving compliance with your legal responsibilities in relation to fire safety and should be completed following the inspection, test and maintenance of any of the items required by the legislation.
The fire safety log book should be available for inspection by any Fire Officer who inspects your premises under the Regulatory Reform (Fire Safety) Order 2005. It should also be available to relevant employees or any service engineer as required. Detailed information in relation to the testing and maintenance of specific items can be obtained by referring to the relevant standard and/or the manufacturers’ instructions.
The fire safety log book should record regular checks and record findings on:
- All escape routes are clear and the floor is in a good state
- All fire escapes can be opened easily
- You record any faults in systems and equipment
- All fire alarm systems are working
- The emergency lighting is working
- Fire doors close correctly and in good working order
- Fire exit signs are in the right place
- Training and Fire drill log
For more information download our quick Guide to Tests and Inspections.
All escape routes from your premises must be properly maintained and kept free from obstruction at all times.
A regular inspection should be carried out to ensure that:
- All doors that are on escape routes must be easily openable without the use of a key or special procedure.
- All escape routes, including staircases, corridors, doorways, etc. are free from obstruction.
- All self-closing devices fitted to doors should be effective in operation.
- All doors fitted with automatic door release mechanisms specified in your risk assessment should be tested in conjunction with tests for the fire warning system (see section 2).
- All walls, doors, floors and glazing, which are required to stop the passage of fire and smoke should be inspected to ensure that the fire and smoke resistance is being maintained i.e. no holes in walls and floors, no broken glazing, doors are not damaged and smoke seals touch the door and frame continuously, etc.
NOTE: Before making any alteration to the internal layout of the premises, the fire risk assessment must be reviewed.
Fire Warning (Alarm) and Automatic Fire Detection Systems
The owner or any other “Responsible Person” having control of the building should appoint a competent person to carry out any necessary work to maintain the fire system in correct working order which should including the keeping of records. Such a person should be suitably qualified and have received adequate training from the manufacturer, supplier or installer of the fire alarm system.
The following tests/inspections should be carried out in addition to any other tests recommended by the manufacturer, supplier or installer of the fire system. Please refer to the Maintenance Schedule for recorded servicing frequency.
- Weekly Test: The system should be tested at the same time every week using a different call point each time. This ensures sequential testing of all call points’. It is recommended that each call point is identified and the identification recorded in this register following the test.
- Periodic Inspection and Test: The responsible person should ensure that the time between inspections shall be based on a risk assessment but should not exceed 6 months. A comprehensive check and test sequence should be carried out by a competent person, in accordance with the current standard such as the British Standard for Fire detection and fire alarm systems for buildings BS5839 Pt1.
- Electrically Controlled Door Release Mechanisms: In premises where electrically controlled door release mechanisms are used and linked into the fire alarm system, they should be tested weekly in conjunction with the fire alarm test to ensure their correct operation on actuation of the alarm. These devices should also be tested by operating the manual release mechanism to ensure it works satisfactorily.
- False Alarms Every actuation of the fire alarm should be recorded in the logbook, including false alarms. The cause of the alarm should be recorded together with any action taken to avoid a repeat occurrence. This will enable the alarm system to be managed in accordance with BS5839, these records will also assist a service engineer to maintain the system.
NOTE: Any maintenance of the fire alarm and automatic fire detection system, which necessitates the system being inoperative for any period, must be carried out at a time when the building is unoccupied, unless suitable temporary arrangements are instigated.
Fire Fighting Equipment
- Routine Inspection by User
- A regular inspection of all extinguishers should be carried out to ensure that they are in their appropriate position.
- Annual Inspection, service and maintenance
NOTE: The annual inspection, service and maintenance of portable extinguishers must be carried out by a competent person in accordance with the relevant part of the current standard for “Fire Extinguishing Installations and Equipment in Premises”, BS5306, Part 3, and in accordance with the manufacturers’ instructions.
Satisfactory annual tests should be recorded on a label on each extinguisher or alternatively in a register used solely for this purpose with each extinguisher being identified by number.
Regular servicing of emergency lighting systems is essential. The responsible person for the premises should carry out or appoint a competent person to carry out the daily inspection detailed below.
- The monthly function test can be carried out by a trained person. This simply involves switching on the lights for a short period to ensure they illuminate and switching back off.
- The annual discharge tests should be carried out by a competent and suitably qualified electrical engineer in accordance with the current standard for Emergency Lighting, BS5266.
Periodic checks should be carried out at least every 6 months, or more regularly depending on the traffic using the door.
A maintenance checklist is available to ensure you check all of the items correctly.
Records of training and fire drills
- It is recommended that FIRE EVACUATION DRILLS be conducted at least once a year.
- Training: Every employee must be informed about the action to be taken in the event of a fire. This information should include an explanation of the working of the fire detection system and the need for good housekeeping, such as keeping escape routes clear of combustible materials. Landlords must apply and enforce a policy which allows the effective management of the common areas to ensure fire safety is maintained. In particular, the common areas must not be used for either storage of combustible materials or any obstructions that can impede evacuation.
All employees must receive instruction and training to ensure that they understand the fire precautions in the building and the actions to take in the event of a fire. Any special needs for those less able must be taken into account.
Train staff on the following:
- The items listed in your emergency plan.
- Importance of fire doors.
- Basic fire prevention measures.
- Appropriate use of firefighting equipment.
- Importance of reporting to the assembly area.
- Exit routes and the operation of exit devices, including physically walking these routes.
- General matters such as permitted smoking areas or restrictions on cooking other than in designated areas.
- Assisting disabled persons where necessary.
Fire Marshall comprehensive training to include:
- Detailed knowledge of the fire safety strategy of the premises.
- Awareness of human behaviour in fires.
- How to encourage others to use the most appropriate escape route.
- How to search safely and recognise areas that are unsafe to enter.
- The difficulties that some people, particularly if disabled, may have in escaping and any special evacuation arrangements that have been pre-planned.
- Additional training in the use of firefighting equipment.
- Reporting of faults, incidents and near misses.