Introduction to Fire Safety Management

15.27.14 Schedule 1 Part 3 – Documents and 
records
Policy
A responsible person must:
➤
Develop a coherent overall policy minimising risk 
[Schedule 1 Part 3(f)]
➤
Reduce the risk of the outbreak of fi re [4.(1)(a)]
➤
Reduce the risk of the spread of fi re [4.(1)(a)]
➤
Provide means of escape [4.(1)(b)]
➤
Demonstrate preventive action [10 and Schedule 1 
Part 3].
Procedures
A responsible person must establish a procedure for 
dealing with a fi re including regular fi re response exer-
cises and drills. The procedure should identify the circum-
stances that trigger the emergency. Who and how the 
evacuation should take place and when people should be 
allowed to return to the workplace [15(2)(a), (b) and (c)].

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In addition procedures should be established to:
➤
Ensure that the means of escape are available at all 
times [4.(1)(c)]
➤
Provide adequate numbers of fi re extinguishers 
[4.(1)(d)]
➤
Give appropriate instruction to employees [Schedule 
1 Part 3(h)]
➤
Ensure people from outside organisations are prop-
erly controlled and informed [20], e.g. permits to 
work, signing in and out, induction training.
Fire risk assessment
A responsible person must carry out a risk assessment 
[9.(1)]. The risk assessment must be recorded if:
i. 
You employ fi ve or more people [9(6)(a)]
ii. There is a licence in force [9(6)(b)]
iii. An alterations notice requires you to do so [9(6)(c)]
iv. The risk assessment must record the signifi cant 
fi ndings and the measures already in place or that 
are required [(7)].
You must review the risk assessment regularly and where 
a change may affect your fi re safety arrangements, such 
as a change of work activity, a change in its use or an 
alteration to the building. The risk assessment must be 
amended accordingly [9(3)] and kept up to date.