Fire Log Books - What are the requirements and why are they important?

A Fire Safety Log Book and maintenance records for all fire / life safety equipment must be retained on the premises at all times, and available for inspection by any Fire Officer who may inspect your premises under the Regulatory Reform (Fire Safety) Order 2005. The Fire Safety Log Book must also be available to relevant employees or maintenance service engineer as necessary.

The content of the Fire Safety Log Book will further evidence your continued compliance with your legal responsibilities in relation to fire safety and must be completed following the inspection, test, and maintenance of any of the fire / life safety equipment as required.

A Fire Safety Log Book must be use to record regular checks and record findings on:

• Escape Routes – To ensure they are maintained in a clear and serviceable condition.

• Fire Escapes – Easily accessible and open easily

• Systems / Equipment - Faults

• Fire Alarm – Systems are working and serviceable

• Emergency Lighting – Working and serviceable

• Fire doors - Close correctly and are in good working order

• Fire Exit Signage – Displayed correctly

• Fire Drill & Training – Logged

Escape Routes

Fire escape routes within and from your premises must always be maintained and kept free from obstruction.

A regular inspection should be carried out to ensure that:

1. All doors that are on escape routes are easily openable without the use of a key or special procedure.

2. All escape routes, including staircases, corridors, doorways, etc. are free from obstruction.

3. All self-closing devices fitted to doors are effective in operation.

4. All doors fitted with automatic door release mechanisms are tested in conjunction with periodic tests of the Fire Alarm system.

5. All floors, walls, doors and glazing which form any part of your fire safety route and/or required to prevent 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.

1. 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.

2. Periodic Inspection and Test: The responsible person should ensure that the time between inspections does 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.

3. 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.

4. 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

1. A regular inspection (Recommended ‘weekly’) of all fire extinguishers and other firefighting equipment (ie. Fire Blankets) should be carried out to ensure that they are in their appropriate position.

2. 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.

Emergency Lighting

Regular servicing of emergency lighting systems is critical. The responsible person for the premises should carry out or appoint a competent person to carry out a periodic inspection detailed below.

1. Monthly function test – This 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.

2. Annual discharge tests – This should be carried out by a competent and suitably qualified electrical engineer in accordance with the current standard for Emergency Lighting, BS5266.

Fire doors

Periodic checks should be carried out at least every 6 months, or more regularly if the door is heavily used.

Records of training and fire drills

1. It is recommended that FIRE EVACUATION DRILLS be conducted at least once a year unless your Fire Risk Assessment determines a greater frequency.

2. Training: Every employee must be informed about the action to be taken in the event of a fire. This information must include an explanation of the working of the fire detection system and the need for good housekeeping, for example, maintain escape routes in a clear and tidy condition and free from combustible materials. Owners / 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 any impaired persons must be fully considered when undertaking training.

Training must include:

• 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 impaired persons where necessary.

Fire Marshall comprehensive training to include:

• Understanding of the fire safety strategy of the premises.

• Your role in the event of an emergency

• Details of any special evacuation arrangements for impaired persons

• Where applicable, training in the use of firefighting equipment.

• How to report faults with any fire / life safety equipment

• How and what to record in the Fire Safety Log Book.