Safer fire safety logbooks

Safer fire safety logbooks

The paper fire logbook is a fixture of millions of buildings across the world and plays a crucial role as a central record of fire safety actions and information. Despite their vital importance, paper-based logbooks are often inaccurate and incomplete, can only be easily accessed by people in the building, and information is often difficult to find. Many of the products and processes involved in the safety and security of the built environment have become digital, and Mike George, Manging Director and Founder, MyTAG believes there are compelling reasons to move to better, safer fire safety logbooks.

1.  Electronic fire equipment asset register

Fire safety regulations in many countries require the Responsible Person to ensure that all fire safety equipment is regularly maintained and tested, to ensure that it is in efficient working order. Secure and Trusted NFC Tags can be attached to each fire safety asset, from fire doors to fire extinguishers and first aid kits. GPS allows the position of each asset to be recorded on installation, and to be confirmed at regular intervals. The location of all equipment can be shown on 3-D images, floor plans or in pictures, providing a complete building overview.

2.  Proof of compliance of equipment with regulations

The NFC Tags on each fire safety device facilitate auditable records of fire safety checks, carried out by competent persons. Bespoke question sets for maintenance and checks on fire doors, fire extinguishers, lift call systems, sprinkler systems and many other assets can be set up, to ensure that all the testing is completed thoroughly on each occasion.

When the person taps the tag with their mobile phone, the list of maintenance tasks and required information is displayed for that asset, together with any documents or images that are required for the work to be carried out. A time stamped confirmation of the responses, together with verification of the person’s location and identity, provides guaranteed proof of presence. 

Any faults that cannot be resolved are reported to the person responsible, to ensure that remedial action can be swiftly taken, and upcoming or missed checks can be alerted by exception reporting.

The full audit trail of information is available immediately, from wherever it is required, unlike paper fire logbooks, which require attendance on site.

3.  Real-time visibility and management information

Individuals with fire safety responsibilities might oversee anything from a single premises to portfolios containing large numbers of buildings. A paper logbook is inconvenient to complete and hard to monitor and review, as it requires visits to the sites.

A digital fire logbook, hosted in the cloud, can be completed on site and reviewed at any location, to ensure that it is fully up to date and compliant with regulations. 

A portfolio manager can oversee an entire estate with performance, compliance and task data visible, and use exception reporting to quickly identify overdue tasks and outstanding remedial actions. Analysis can be used to evaluate contractor performance and understand any building incidents and their route cause.

If a serious incident were to occur, the digital logbook is not at risk of damage or loss, as all the information is safely stored in the cloud.

4.  Improved information availability

Any authorised person that requires access to the logbook can do so quickly and securely when all information is held in the cloud. Service providers, staff conducting weekly tests, responsible persons and the fire service can access, monitor, and update the logbook on site or remotely, as their access permissions allow, making inspection and audits easier and more efficient.

Portfolio managers responsible for multiple buildings, can access all the information on their estate when they require, from wherever they are, saving time and enabling more efficient operational management.

5.  Digital document library

Increasing fire safety regulations mean that record keeping is more important than ever, and large amounts of paper are hard to organise, difficult to access, challenging to inspect and are often not kept up to date. Paper is also not good for the environment. 

Digital document storage allows all information to be securely uploaded to the cloud and stored in a library system, which is bespoke to your needs. Documents can be accessible to everyone with the right permissions and any updates are recorded in the audit trail. Maintenance and servicing information, risk assessments, method statements, key holder information, contractor details and false alarm records can be kept up to date quickly and easily, with everything readily available whenever you need it.

6.  One building safety and security solution

Fire safety is one aspect of building safety and security. A single platform also allows security patrols, building key management, regulatory compliance, health and safety risk assessments, and building induction training to be managed is ideal with all information stored securely in the cloud, allowing paperless processes, and removing the need for multiple logbooks and records. 

If there are areas of the building or estate where there is no WiFi or mobile network, a Deadzone App can be used to deliver all functionality until connectivity can be resumed.

The MyTAG solution is inexpensive to install and easy to use. A single building safety and security solution helps ensure efficient and safe building operations and the safety, security and comfort of building occupiers and users. 

Utilising a digital fire logbook makes managing fire safety simpler and more efficient, and it potentially saves lives. All information can be accessed from wherever it is required, and overdue maintenance or testing can be alerted by exception and escalated, allowing action to be swiftly taken. In a world where compliance is becoming more complex and rigorously enforced, digital logbooks help businesses meet the new challenges.