Whether the binder is physical or digital, it should be organized by standard, in the order the surveyor will request it, with a schedule showing the required frequency for every item.
Core documents
- Statement of Conditions or equivalent building assessment, with life safety drawings showing rated barriers, smoke compartments and suite boundaries
- Fire alarm inspection, testing and maintenance records
- Sprinkler, standpipe and fire pump records
- Fire door and smoke door annual inspection records
- Emergency generator and transfer switch records
- Medical gas and vacuum system records
- Kitchen hood suppression and portable extinguisher records
- Emergency lighting and exit sign testing
- Fire drill records by shift and quarter
- Elevator inspection and firefighters' service testing
- Interim Life Safety Measures policy and assessments
- Emergency preparedness plan, hazard vulnerability analysis, exercises and training
How to organize it
One tab per system, most recent record on top, a frequency schedule at the front of each tab, and a log of deficiencies and corrective actions. Vendor reports should be reviewed and signed by the facility before filing, with any open items tracked to closure.
Keeping it current
Documentation falls out of date between surveys because no one owns the calendar. Assign ownership, review the binder quarterly and treat every vendor visit as a filing event rather than an invoice event.
Frequently asked questions
Yes, as long as records are complete, retrievable on demand and show the required dates, results and signatures.