Fire Door Record-Keeping: Best Practices for Compliance

Fire doors are a crucial safety feature, but they only work effectively if regularly inspected and maintained.

Keeping detailed records of fire safety is more than just paperwork; it's a critical part of our responsibility to protect lives and property.

Fire doors are a crucial safety feature, but they only work effectively if regularly inspected and maintained. Without proper documentation, we risk undermining our best safety measures.

Facility managers must maintain clear and accurate records of fire door inspections, maintenance, and repairs. This is key for meeting UK fire safety regulations, specifically the Regulatory Reform (Fire Safety) Order 2005, and ensuring the safety of everyone who uses the building.

Good record-keeping helps you stay compliant, makes audits smoother, and can save you from costly fines or damage to your reputation.

Let’s examine why mastering fire door record-keeping is so important for compliance and the safety of everyone in your building.

Why Fire Door Record-Keeping Matters

Fire doors play a crucial role in keeping us safe. They act as barriers against fire and smoke, slowing their spread and giving people extra time to evacuate. Regular inspections, maintenance, and repairs are necessary to do their job effectively.

Keeping detailed records ensures that:

1. You Stay Compliant: Proper documentation proves you meet your fire safety obligations.

2. Inspections Go Smoothly: Easy access to historical data speeds up audits and assessments, making your life easier.

3. You Mitigate Risks: Detailed records show that you're proactively managing safety, which can help protect you from liability claims if something goes wrong.

4. You Save Money: By analysing past data, you can identify recurring issues, helping you optimise maintenance schedules and ultimately cut costs over time.

Fire Doors act as barriers against fire and smoke, slowing their spread and giving people extra time to evacuate.

Best Practices for Fire Door Record-Keeping

To ensure that your fire door records are both compliant and actionable, follow these best practices:

Document Every Inspection and Maintenance Activity

Record every inspection, repair, or replacement of a fire door in detail. Include the following information:

• Date of the inspection or maintenance

• Name and certification details of the inspector or technician

• Specific doors inspected (location and unique identifier, if applicable)

• Observations made during the inspection, including any defects or non-compliance issues

• Actions taken (e.g., repairs carried out, parts replaced)

• Next scheduled inspection date

Use a Centralised System

Maintaining fire door records in multiple formats (such as paper files, spreadsheets, or emails) can lead to gaps in information and confusion. Instead, opt for a centralised digital system to store and manage all documentation related to fire doors. This will provide benefits such as:

• Easy access to historical data

• Automated reminders for upcoming inspections

• Quick retrieval of records during audits or regulatory checks

• Include Supporting Documentation

Attach relevant documents to each record for increased transparency, including:

• Photos of defects before and after repairs

• Certificates of compliance for newly installed fire doors

• Manufacturer specifications and maintenance guidelines

• Repair invoices or receipts for replacement parts

Track Performance Over Time

Record-keeping is not just about compliance; it is also a critical tool for enhancing safety. Use your records to identify patterns or recurring issues, such as:

• Frequent wear in high-traffic areas

• Common hardware failures (e.g., hinges, seals, closers)

• Locations that require more frequent maintenance

You can make informed, data-driven decisions to improve your fire door maintenance strategy by analysing trends.

Train Your Team on Record-Keeping Standards

Ensure that everyone involved in fire door inspections and maintenance understands the importance of detailed and accurate record-keeping. Provide training on:

• What information needs to be documented

• How to effectively use the centralised system

• Regulatory requirements for fire door compliance

Conduct Regular Internal Audits

Schedule periodic reviews of your fire door records to ensure they are complete and up-to-date. Internal audits help you to:

• Identify gaps or inconsistencies in documentation

• Prepare for external audits or inspections.

• Ensure compliance with legal obligations.

Don't fall into the common traps when it comes to Fire Door record-keeping!

Common Pitfalls to Avoid

Even well-meaning facilities managers can fall into common record-keeping traps:

• Incomplete Records: Missing details can render records unusable during audits.

• Delayed Documentation: Waiting too long to log inspections or repairs increases the risk of errors.

• Lack of Accountability: Not tracking who performed inspections or repairs can lead to compliance concerns.

• Outdated Systems: Relying on paper logs or outdated software can result in inefficiencies and lost records.

How Good Record-Keeping Benefits Facilities Managers

Investing in solid fire door record-keeping processes does more than ensure compliance; it simplifies your job. Here are some benefits:

• Confidence During Audits: With detailed and accessible records, regulatory inspections become much less stressful.

• Improved Budget Management: Tracking repair history helps you plan maintenance budgets more effectively.

• Enhanced Safety Culture: Transparent record-keeping shows a commitment to safety, fostering trust among occupants and stakeholders.

Let's wrap this up

Fire door record-keeping is a regulatory requirement and a fundamental aspect of facilities management.

By implementing best practices, leveraging technology, and maintaining consistent documentation, you can protect lives, ensure compliance, and streamline operations.

Remember, the quality of your records can make the difference between smooth audits with no issues and costly fines or, worse, compromised safety.

Are your fire door records up to standard? If not, now is the time to take action.