Fire safety documentation is mandatory according to the Building Environment Decree (BES) and essential for protecting people and property. It ensures fire protection systems work correctly and meet legal requirements. Here's what you need:
- Building Information: Floor plans, escape routes, contact details, evacuation plans.
- Safety Systems: Certificates, maintenance schedules, and specifications of smoke detectors, sprinklers, and extinguishing agents.
- Maintenance Records: Inspection data, repairs, and maintenance planning.
- Training Records: Emergency response certificates, evacuation drills, and protocols.
Ensure everything is up-to-date and check regularly. Non-compliance can lead to fines, insurance issues, and even business closure. More details follow in the article.
Required Fire Safety Documents
Here is an overview of the documents needed to comply with fire safety regulations.
The fire safety logbook demonstrates that the building complies with the BES and NEN standards.
Building Information
Some documents that are essential for a good overview of the building:
- Floor plans with escape routes
- Contact details of responsible persons
- Overview of maintenance and inspection services
- Usage permit or notification
- Current evacuation plan
Specifications of Safety Systems
| Type of System | Required Documentation |
|---|---|
| Fire Alarm System | Installation certificate, design calculations, floor plans with detectors |
| Sprinkler System | As-built drawings, hydraulic calculations, acceptance test results |
| Extinguishing Agents | Location overview, specifications of types, suitability for different fire classes |
| Fire-resistant Provisions | Material certificates, plans for compartmentalization |
Maintenance Records
Proper maintenance records are crucial for risk management. Consider the following:
- Date and type of maintenance
- Work performed and results
- Name and contact details of the executor
- Repairs or replacements
- Planned follow-up actions
Training Records
A well-trained team is essential for fire safety. Therefore, keep track of the following:
- Dates of evacuation drills including evaluations
- Emergency response certificates and dates of refresher training
- Instructions for using systems
- Proof of staff briefing
Ensure all documentation is up-to-date and remains available for inspection. Maintenance records must be kept for at least one year after the next inspection.
Fire Safety Documentation Checklist
A good checklist ensures that you keep all necessary fire safety documentation organized and up-to-date.
Building Data Checklist
| Document Type | Key Elements | Inspection Frequency |
|---|---|---|
| Basic Information | • Floor plans with escape routes • Usage notification or permit • Building classification |
Annually |
| Contact Information | • Emergency response organization • External service providers • Responsible persons |
Quarterly |
| Permits | • Usage notification • Environmental permit • Any exemptions |
Upon changes |
Have you checked the building data? Then move on to the installations.
Installation Data Checklist
Check the following installations and documentation:
-
Fire Alarm System
- Commissioning certificates
- Current system configuration
- Maintenance schedules
-
Extinguishing Agents
- Overview of locations
- Inspection reports
- Replacement planning
-
Fire Compartmentalization
- Technical specifications
- Certificates of materials used
- Inspection reports
Maintenance Records Checklist
Keep detailed records of:
-
Inspection Data
- Date and type of inspection
- Findings and actions
- Name of the executor
-
Failures and Repairs
- Reported failures
- Repairs performed
- Any follow-up actions
-
Periodic Maintenance
- Work performed
- Parts replaced
- Planning for future maintenance
After the maintenance records, it's time to review the training information as well.
Training Records Checklist
| Training Component | Documentation | Update |
|---|---|---|
| Emergency Response Training | Certificates, validity | Per employee |
| Evacuation Drills | Evaluation reports, improvement points | After each drill |
| Instructions | Current protocols | Upon changes |
Ensure all documents, both digital and physical, are easily accessible to authorized persons. A digital system can help to promptly signal expired certificates and streamline management.
Legal Requirements
It's important not only to have an up-to-date checklist but also to carefully comply with legal requirements.
Documentation Rules
In the Netherlands, strict requirements are set for fire safety documentation. These are laid down in the Building Environment Decree (BES) and determine which documents are mandatory and for how long they must be retained.
| Document Type | Requirement | Submission Deadline |
|---|---|---|
| Usage Notification | Mandatory for risk buildings such as hospitality and childcare | At least 4 weeks before commissioning |
| Floor Plans | Must show escape routes and extinguishing agents | Upon usage notification and after changes |
| Maintenance Reports | Must comply with NEN standards | According to established inspection intervals |
Note: municipalities may have additional requirements. Always check through the Environmental Desk. Complying with these requirements not only helps to meet the regulations but also keeps the checklist up to date.
Risks of Non-Compliance
Failure to comply with legal requirements can have far-reaching consequences, such as:
- High fines
- Criminal prosecution
- Temporary or permanent business closure
- Loss of insurance coverage
- Mandatory improvement measures
- Usage prohibitions
- Additional inspections by regulators
Insurers may also refuse to cover damages after an incident if documentation is not in order. Ensure all documents remain current to avoid severe penalties and disruptions in business operations.
Do you have specific questions? Then contact the National Government's Building and Fire Safety Regulation Helpdesk.
Summary
Here is an overview of the key points to keep a fire safety logbook well maintained, based on the discussed requirements and procedures for fire safety.
An up-to-date logbook is indispensable for the safety of buildings and their users. It serves as the foundation for a solid fire safety strategy and helps comply with the requirements of the Building Environment Decree (BES).
Key Components
A complete fire safety logbook contains these core components:
| Category | What Should Be Included? | Why Important? |
|---|---|---|
| Building Information | Floor plans, escape routes, firefighter access | For quick evacuation and assistance |
| System Specifications | Smoke detectors, extinguishing agents, sprinklers | So that safety installations work properly |
| Maintenance Records | Inspection reports, inspections, repairs | To comply with maintenance regulations |
| Training Data | Emergency response certificates, evacuation drills | For good preparedness in emergency situations |
Practical Tips
- Plan inspections at fixed times.
- Record findings with photos and notes.
- Ensure any problems are resolved quickly.
- Update all documentation according to the latest rules.
Use this summary in conjunction with a comprehensive checklist to always comply with legislation. A well-maintained logbook is the basis for effective fire prevention and control.
