A fire inspector comes to a warehouse for a yearly visit. Before walking the floor, she asks to see the sprinkler reports. The manager finds last year’s report in an email. He cannot find the fire pump logs or the extinguisher tags. The inspector writes a violation for missing records, even though the work was done. Good fire safety records prove that each system was checked, tested and fixed on time.
Sprinkler Inspection Reports
NFPA 25 says owners must keep records for each sprinkler system. Each report lists the date, the tasks done, the gauge readings and any problems found. Most fire departments expect at least a year of reports on hand. Records for five-year tasks are kept until the next one is done.
Fire Pump Test Logs
Weekly or monthly churn test logs show how long the pump took to start, the pressures and the run time. The yearly flow test report has a pump curve. That curve is checked against the factory curve and past years.
Fire Alarm Records
NFPA 72 sets how often to test alarm panels, smoke detectors, pull stations, horns and strobes. The test report and any service tickets from the alarm company go in the same file.
Kitchen Suppression Service
Restaurants keep the six-month service reports for the hood system. The tag on the system shows the last visit. Hood cleaning reports go in the same place, since inspectors often ask for both.
Extinguisher Maintenance
NFPA 10 calls for a quick look at each extinguisher every month and a full service each year by a certified tech. The monthly check can be initialed on the tag. The yearly service gets a new tag and a written record.
Impairment and Repair Records
When a system is shut down for repair, the record notes the date and the area affected. It also notes who was told and when the system came back on. Repair invoices tie each fix back to the problem it solved.
Training and Plans
Exit plans, emergency contact lists and staff training logs show that people in the building know what to do in a fire. OSHA 1910.38 requires many employers to keep a written emergency action plan.
Organize and Store
One binder or shared folder, sorted by system and date, makes records easy to find. The service company can send a copy of every report. Many fire departments now collect reports online as well.
Businesses can learn about inspection and repair services from National Fire Protection Technologies.
