After a company services any fire and life safety system, the facility receives a report that documents the work. Unfortunately, the sheer amount of fire protection system documents associated with each system can be overwhelming. But, understanding the duration of time you need to keep fire protection system records can cut down on the amount of documentation you need to parse through. The following information will clarify the length of time you need to keep documents according to the NFPA and helpful fire protection system record-keeping tips.
Fire Alarm System and Devices
Facility managers fire alarm responsibilities include maintaining a permanent record for the system’s life span for the following
- acceptance test results
- installation drawings
- operation and maintenance manuals
- written sequence of operation
- site-specific software
Buildings must maintain fire alarm system inspection, testing, and maintenance records until the next test and for 1 year thereafter. According to NFPA 72 section 14.6.2.2, “systems with restorable fixed- temperature, spot-type heat detectors tested over multiple years, records shall be retained for the 5 years of testing and for 1 year thereafter.”
Fire Sprinklers, Fire Suppression, and Fire Pumps
Facility managers fire sprinkler responsibilities include maintaining a permanent record for the system’s life span for the following
- initial acceptance test
- installation drawings
- hydraulic calculations
- device manufacturer’s data sheets
According to NFPA 25, “records shall be retained for a period of 1 year after the next inspection, test, or maintenance of that type required by the standard.” For example, you need to keep 3 test reports for any system 3 years or older that requires annual testing. These 3 fire protection reports include the original acceptance test, the current year, and the report from the last year.
Fire and Smoke Dampers
Fire and smoke dampers require inspection and testing one year after install and every 4 years thereafter. In healthcare facilities, dampers require inspection and testing every 6 years. Their service records must be available for the authority having jurisdiction. Any documentation of services must include the damper’s location, inspection date, inspector’s name, any deficiencies, and how and when they fixed the problems. According to NFPA 105 section 5.2.1.5, “records shall be maintained for not less than 3 years.” Since fire dampers require inspection and testing every 4-6 years, facility managers should keep the records until the next service period. This ensures the damper service records will be available.
Fire Protection Documentation Tips: Report Forms and Document Storage
Ask your fire protection company if they use the standard NFPA service report form. Some fire protection contractors create their own forms. These are acceptable as long as they supply the necessary information required by the NFPA.
In terms of documentation storage, keep fire alarm reports in a locked documentation cabinet close to the system. To prevent print documentation and flash drives loss, store these items together. Although documentation cabinets often store fire alarm service reports, they may also store any fire protection system’s service reports.
Facility managers need to keep a record of the original acceptance test documents, maintenance manuals, and the manufacturer’s datasheets for the life span of most fire protection systems. The best way to keep track of these documents is by storing them in a documentation cabinet. Always consult with your authority having jurisdiction in order to find out whether they have their own specific requirements for maintaining fire protection system records. If you have questions on inspection, testing, and maintenance records please refer to the NFPA or consult one of our fire and life safety experts.
Categorized in: Education, Fire Alarms, Fire Damper, Fire Pumps, Fire Sprinklers, Fire Suppression, General