How to organise your hotel’s fire safety records
A hotel’s fire safety record acts as an overview of existing fire systems, condition, testing history and more. Having these records is pivotal to remaining compliant and meeting requirements for relevant fire regulations
Your hotel’s fire safety records can play a key role in the assurance of safety and security for employees and building occupants by evidencing the continued testing of fire systems to keep them in good working condition.. Here are some tips on how to organise your hotel’s fire safety records
Create a central location
When creating a central location for storing fire safety records, consider using a fireproof cabinet or safe for storing physical documents. Make sure that the location is easily accessible to authorized staff members and clearly labeled as the location for fire safety records. For digital storage, consider using a cloud-based platform or shared drive that is password-protected and only accessible to authorized staff members.
Keep it up-to-date
Fire safety records should be kept up-to-date to ensure that they reflect the current state of fire safety in your hotel. This includes updating fire risk assessments whenever there are changes to the hotel’s layout, systems, or occupancy levels. Keep a log of all fire alarm tests and ensure that they are conducted regularly in accordance with local regulations. Finally, ensure that evacuation plans are reviewed and updated on a regular basis, and that all staff members are aware of their roles in the event of a fire.
Store physical documents properly
Physical documents, such as fire safety certificates and inspection reports, should be stored in a secure and fireproof location. Label the documents clearly and ensure that they are easily accessible to authorized staff members.
Use digital storage
Digital storage is a great option for storing fire safety records, as it allows for easy access and sharing of information. Consider using a cloud-based platform or shared drive that is password-protected and only accessible to authorized staff members. Ensure that all documents are saved in a standard format, such as PDF, to ensure compatibility across devices.
Assign responsibility
Assign responsibility for maintaining and updating fire safety records to a specific person or team. This can include the hotel manager, operations manager, or health and safety officer. Make sure that the responsible person is aware of all local regulations and requirements related to fire safety records, and has the necessary training and resources to fulfill their responsibilities.
Regularly review and update
Regularly review and update your fire safety records to ensure that they remain accurate and up-to-date. This can include reviewing fire risk assessments, conducting regular fire drills, and updating evacuation plans as needed. Consider scheduling regular reviews and updates to ensure that fire safety records are always current.
Provide training
Provide training to all staff members on fire safety procedures and how to access and use fire safety records. This can include training on how to conduct fire drills, how to evacuate guests and staff members in the event of a fire, and how to access and use fire safety records.
Follow local regulations
Make sure that you are following all local regulations related to fire safety records. This includes understanding requirements for fire risk assessments, fire alarm testing, and evacuation plans. Check with your local fire department or other relevant authorities to ensure that you are compliant with all regulations and requirements.
By following these tips you will be able to safely store your fire safety records and fulfil legal obligations.
