Its amazing how many times I've seen a building turnover and found the Fire Safety Plan hadn't been reviewed in years. This is usually evident by the name of the management company present in the plan's contact section or by the outdated list of Residents Requiring Assistance sheet.
It is important to check this plan to ensure it is being properly followed. When reviewing make sure to check the following:
1. Are all pages are present. Check the page numbers to ensure nothing is missing. If there are pages missing contact your Fire Safety Contractor or the entity that completed the original plan to obtain the complete version.
2. Make sure the contact page is up-to-date including management and staff contact information and any pass-codes etc present on the page are correct.
3. Review and update at least every 6 months the Resident's Requiring Assistance page for accuracy and updated as required. A notice posted every so often in the elevators or other locations used by the corporation may help to remind people to update this information, if required.
4. Make sure any information included in the plan for the residents to know if forwarded to them. Most plans have a section specifically for the occupants and this should be included in your status certificates for new owners and be made available to be picked up from management by those residents that do not possess a copy. Again a notice posted every so often should help in this regard.
5. Make sure the supervisory staff is aware of their responsibilities during a fire/alarm. Again the plan should have a section in this regard and if security/concierge staff are on contract make sure this is made part of their standing orders.
6. Fire Drills are required every 3 months for buildings with staff. This will be outlined in the plan including everyone's responsibility. Management should keep a record of these drills and each staff member included should also complete a record of their activities during the drill. Again this is usually included in most plans.
7. Inspections are to be carried out as per the plan. Most fire safety contractors know and carry out their responsibilities based on this plan but there are also some jobs that should be completed and are the responsibility of site staff. Make sure you review your plan to ensure items are being addressed as often as required, some are required to be tested or inspected as often as once per week.
8. The is usually an announcement page with samples of the wording to be used by staff, if the situation requires. You may want to review with staff a place notes by the panel as a quick reference for staff to use in the event of a real emergency situation.
9. Alternate procedures should also be reviewed closely to ensure everyone properly understands how to address issues if the fire system gets shutdown for any reason (power, frozen pipes, malfunctions, etc.). This should include how to and the frequency of fire watches etc.
The Fire plan is a very useful tool for managers; however, it is not usually referred to that often unless there is an emergency or if/when the building is notified of a fire inspection. Don't wait until it is too late to ensure you are getting the most from this important document!