Following several high-profile tragedies in the UK in recent years, and tougher safety enforcement, we have unfortunately had too many reminders of the importance of stringent fire safety measures. Nonetheless, the collective knowledge of this importance should spur on organisations to act, demonstrating proactive and robust fire safety compliance.
If you are an organisational decision-maker, you should hopefully be aware that the fire safety arrangements you put in place must amount to more than compliance “box-ticking”.
The prospect of a fire safety audit finding your building to be non-compliant, should help focus the mind. After all, if such an event was to occur for your organisation, it could trigger such adverse consequences as enforcement notices, fines, or even imprisonment in extreme cases.
Today, we will examine the most frequent reasons for organisations falling short during fire safety audits. Even more importantly than this, we will also set out the practical steps your organisation can take to avoid such failures.
Why do fire safety audits matter so much?
A fire safety audit is a comprehensive and systematic evaluation of a building’s fire safety measures to ensure they are effective, properly maintained, and compliant with all legal requirements.
Fire safety audits are vital for ensuring building owners and managers are meeting their legal duties. However, these audits are no less important for proactively identifying and addressing possible risks to life in a particular building.
Currently, organisations across the UK are seeing their fire safety compliance performance come under increasing scrutiny from fire authorities and insurers. The importance of staying on top of fire safety obligations, and achieving the highest standards of compliance, has been underscored by recent legislative changes like the Building Safety Act 2022.
If your organisation was to be declared non-compliant following a fire safety audit, then, it could face significant legal, financial, and reputational risks. Such a combination of potential threats to your organisation makes it crucial to understand and prevent common failures.
What is the purpose of a fire safety audit?
It is important to be clear about what a fire safety audit is, and what it is not. A fire safety audit is an independent, evidence-based examination of a building’s fire safety measures.
The primary purpose of a fire safety audit is to verify compliance with the Regulatory Reform (Fire Safety) Order 2005 – also commonly referred to as simply “the Fire Safety Order”, or FSO – and other relevant British standards.
A fire safety audit, then, should not be confused with a fire risk assessment (FRA). The latter is a separate legal requirement for a given building’s “responsible person” (usually the employer, owner, or occupier of the premises) to carry out.
Here’s an easy way to remember the distinction between the two: while an FRA identifies hazards and evaluates risk, a fire safety audit checks whether the control measures recommended in the FRA have actually been implemented and remain effective. If you want a practical breakdown of what a strong fire risk assessment should include, we’ve put together a useful checklist that walks through each stage clearly and simply.
When it comes to a fire safety audit, it is typical for auditors to review these five core areas:
- Documentation (risk assessments, policies, records)
- Physical fire safety measures (doors, alarms, signage, lighting)
- Maintenance and testing regimes
- Staff training and awareness
- Management procedures and accountability
A fire safety audit is usually performed by a fire safety inspector from the local fire and rescue authority.
Why do so many organisations fail fire safety audits?
Organisations are often judged non-compliant by auditors due to systematic issues, rather than individual faults or oversights.
With that in mind, here are the most common underlying causes of audit failures:
- Reactive, rather than proactive, management. There can sometimes be a tendency within organisations to only address issues after a serious incident has already occurred. Instead, organisations should focus on maintaining continuous compliance.
- Poor recordkeeping. A reliance on fragmented or manual records can make it difficult for an organisation to produce the necessary evidence for an audit.
- A lack of clarity around responsibilities. If the “responsible person” doesn’t make sufficiently clear whose duty it is to carry out certain actions, this can lead to crucial fire safety tasks being overlooked. If you need a clearer understanding of what the law expects from dutyholders and responsible persons, we’ve put together a guide that explains these roles and their responsibilities in plain terms.
- Inconsistent monitoring. An organisation’s fire safety arrangements shouldn’t only come under serious scrutiny when external auditors visit. Regular internal checks and follow-up actions are essential – otherwise, issues could be allowed to fester.
While it is not a direct “cause” of a failed fire safety audit, many organisations with responsibility for multiple properties may struggle to maintain the same high standards of compliance across all their sites.
What are the most common fire safety audit failures?
Here are the failures that most often arise among organisations that are subject to a fire safety audit:
- Incomplete or outdated fire risk assessments – Missing, generic, or outdated assessments are commonly seen fire safety audit failures. In some cases, the assessor may not have been competent enough for the task. In others, the assessment may not have been reviewed after building changes or refurbishment work.
- Poor maintenance of fire safety systems – If a property’s fire alarms, emergency lighting, fire doors, extinguishers, and/or suppression systems have not been inspected or tested in line with applicable British Standards, or if maintenance certificates or service records are missing, these are further issues that auditors will pick out.
- Blocked or poorly managed escape routes – A corridor being used for storage, final exit doors being chained shut, or fire doors being wedged open are just some examples of classic physical failings that auditors spot instantly.
- Deficient fire door management – For a given premises to achieve a compliant result from its fire safety audit, the seals on the site’s fire doors should not be broken, and nor should the frames be damaged. If fire doors aren’t inspected regularly or if they have been replaced with non-compliant doors, these are further examples of problems that will be met with disapproval by auditors.
- Inadequate staff fire safety training – “Responsible persons” need to make sure personnel at their sites are aware of the applicable emergency procedures and evacuation routes. If on-site staff don’t possess the necessary knowledge, this is something auditors will notice, and that will require correction.
- Poor documentation and recordkeeping – Auditors will also be unimpressed by any gaps in fire logbooks, maintenance records, or test evidence. It is vital that for any building undergoing a fire safety audit, compliance can be immediately demonstrated, and complete documentation greatly helps with this.
- Uncontrolled contractors or building works – It will also not help a property’s chances of a satisfactory fire safety audit if fire compartmentation breaches are left unsealed after maintenance, or if hot works are undertaken without permits or risk assessments.
How can organisations avoid these common failures?
Organisations are advised to take the following steps to help improve readiness for the next fire safety audit at their site:
Implement a proactive compliance management system
Instead of continuing to depend on paper files and spreadsheets, organisations should consider adopting centralised digital compliance systems.
Such software will enable them to more easily monitor actions, audits, and maintenance. The integration of asset and risk data within a cloud-based platform like our own Vision Pro Software, allows for excellent visibility to be achieved across a property portfolio.
Keep fire risk assessments live and dynamic
It is vital to treat the FRA for a particular property as a living document. Organisations can help ensure this by setting clear review periods and triggers for reassessment.
It is recommended best practice to review an FRA at least once every 12 months to ensure it stays current. An organisation must also review and update its FRA after any significant change to one of its buildings that could impact on fire safety.
Strengthen preventive maintenance and testing regimes
An organisation can greatly improve its prospects of a compliant fire safety audit if it aligns its maintenance schedules with the British Standards BS 9999, BS 5839, and BS 5266.
Building owners and managers will also benefit from setting automated calendar reminders for servicing, and making sure they only use contractors that have been verified as competent by a reputable third party. They might look to choose a company that is BAFE-registered, for example, or they may hire individuals who hold Fire Industry Association (FIA) qualifications.
Improve documentation and traceability
To further help ensure a smooth fire safety audit process, organisations should seek to maintain organised digital records of all fire safety activities.
An organisation can use its regular internal audits to check whether its evidence is ready for a future external fire safety audit.
Train and empower staff at all levels
Tailored, role-specific training should be provided to staff at any property that could be subject to a fire safety audit.
The FSO sets out a legal requirement for all employees on a site to be provided with basic fire awareness training. In addition to this, detailed warden and evacuation chair training will be necessary for designated employees who are part of the emergency evacuation team.
How can technology help reduce fire safety audit failures?
Digital compliance platforms, like Vision Pro Software, offer a powerful solution to help avoid fire safety audit failures by moving away from outdated, manual processes.
They accomplish this through such features as:
- Real-time dashboards that provide instant visibility across multi-site portfolios
- Automated reminders for crucial maintenance and inspection tasks
- Centralised evidence storage for all fire safety documentation, creating a clear audit trail
- Integrated management that links fire safety to other compliance areas, such as asbestos and legionella.
Conclusion: turning audit failures into opportunities for improvement
It is important to note that a fire safety audit doesn’t typically result in a simple “pass” or “fail”. Instead, a detailed report is usually produced, with findings and required actions.
So, when you are striving to ensure a good outcome from the next fire safety audit at your premises, you are advised to prioritise improving safety, rather than simply “passing”.
By moving from a reactive to a proactive approach, embracing technology, and embedding fire safety into your organisational culture, you can help ensure continuous compliance.
Managing fire safety well greatly helps to protect people, property, and reputation. To learn more about how Assets & Compliance Managed Services can assist in making this a reality for your organisation, please contact us today.
