Step 4. Record, plan, inform, instruct and train

Contents
1. Record the significant findings and action taken 2. Checklist 3. Emergency plans 4. Checklist 5. Inform, instruct, co-operate and co-ordinate 6. Information and instruction 7. Co-operation and co-ordination 8. Checklist 9. Fire safety training 10. Checklist

In Step 4 there are four further elements of the risk assessment you should focus on to address the management of fire safety in your premises.

In smaller premises this could be done as part of the day-to-day management; however, as the premises or the organisation grows it may be necessary for a formal structure and written policy to be developed.

• Record significant findings and action taken
• Emergency plans
• Inform, instruct, co-operate and co-ordinate
• Fire safety training

If you or your organisation employ five or more people, your premises are licensed, or an alterations notice requiring you to do so is in force, you must record the significant findings of your fire risk assessment and the actions you have taken.

Significant findings should include details of:

• The fire hazards you have identified (you don't need to include trivial things like a small tin of solvent based glue)
• The actions you have taken or will take to remove or reduce the chance of a fire occurring (preventive measures)
• Persons who may be at risk, particularly those at greatest risk
• The actions you have taken or will take to reduce the risk to people from the spread of fire and smoke (protective measures)
• The actions people need to take in case of fire including details of any persons nominated to carry out a particular function (your emergency plan)
• The information, instruction and training you have identified that people need and how it will be given

You may also wish to record discussions you have had with staff or staff representatives (including trade unions).

Even where you are not required to record the significant findings, it is good practice to do so.

In some very small offices and shops, record keeping may be no more than a few sheets of paper (possibly forming part of a health and safety folder), containing details of significant findings, any action taken and a copy of the emergency plan.

The record could take the form of a simple list which may be supported by a simple plan of the premises

In more complex premises, it is best to keep a dedicated record including details of significant findings, any action taken, a copy of the emergency plan, maintenance of fire-protection equipment and training. There is no one 'correct' format specified for this.

You must be able to satisfy the enforcing authority, if called upon to do so, that you have carried out a suitable and sufficient fire risk assessment. Keeping records will help you do this and will also form the basis of your subsequent reviews. If you keep records, you do not need to record all the details, only those that are significant and the action you have taken.

It can be helpful to include a simple line drawing to illustrate your fire precautions. This can also help you check your precautions as part of your ongoing review.

The findings of your fire risk assessment will help you to develop your emergency plan, the instruction, information and training you need to provide, the co-operation and co-ordination arrangements you may need to have with other responsible people and the arrangements for maintenance and testing of the fire precautions. If you are required to record the significant findings of your fire risk assessment then these arrangements must also be recorded.

• Have you recorded the significant findings of your assessment?
• Have you recorded what you have done to remove or reduce the risk?
• Are your records available for inspection by the enforcing authority?

You need to have an emergency plan for dealing with any fire situation.

The purpose of an emergency plan is to ensure that the people in your premises know what to do if there is a fire and that the premises can be safely evacuated.

If you or your organisation employ five or more people, or your premises are licensed or an alterations notice requiring it is in force, then details of your emergency plan must be recorded. Even if it is not required, it is good practice to keep a record.

Your emergency plan should be based on the outcome of your fire risk assessment and be available for your employees, their representatives (where appointed) and the enforcing authority.

In small offices and shops the emergency plan may be no more than a fire action notice.

In multi-occupied, larger and more complex offices and shops, the emergency plan will need to be more detailed and compiled only after consultation with other occupiers and other responsible people, e.g. owners, who have control over the building. In most cases this means that a single emergency plan covering the whole building will be necessary. It will help if you can agree on one person to co-ordinate this task.

• Do you have an emergency plan and, where necessary, have you recorded the details?
• Does your plan take account of other emergency plans applicable in the building?
• Is the plan readily available for staff to read?
• Is the emergency plan available to the enforcing authority?

You must give clear and relevant information and appropriate instructions to your staff and the employers of other people working in your premises, such as contractors, about how to prevent fires and what they should do if there is a fire.

Any other relevant persons should be given information about the fire safety arrangements as soon as possible.

If you intend to employ a child, you must inform the parents of the significant risks you have identified and the precautions you have taken. You must also co-operate and co-ordinate with other responsible people who use any part of the premises. It is unlikely that your emergency plan will work without this.

All staff should be given information and instruction as soon as possible after they are appointed and regularly after that. Make sure you include staff who work outside normal working hours, such as contract cleaners or maintenance staff.

The information and instructions you give must be in a form that can be used and understood. They should take account of those with disabilities such as hearing or sight impairment, those with learning difficulties and those who do not use English as their first language.

The information and instruction you give should be based on your emergency plan and must include:

• The significant findings from your fire risk assessment
• The measures that you have put in place to reduce the risk
• What staff should do if there is a fire
• The identity of people you have nominated with responsibilities for fire safety
• Any special arrangements for serious and imminent danger to persons from fire

In small premises, where no significant risks have been identified and there are limited numbers of staff, information and instruction may simply involve an explanation of the fire procedures and how they are to be applied. This should include showing staff the fire-protection arrangements, including the designated escape routes, the location and operation of the fire-warning system and any other fire-safety equipment provided, such as fire extinguishers. Fire action notices can complement this information and, where used, should be posted in prominent locations.

In larger premises, particularly those in multi-occupied buildings, you should ensure that written instructions are given to people who have been nominated to carry out a designated safety task, such as calling the fire and rescue service or checking that exit doors are available for use at the start of each working day.

In premises that are not multi-occupied you are likely to be solely responsible. However, in buildings owned by someone else, or where there is more than one occupier, and others are responsible for different parts of the building, it is important that you liaise with them and inform them of any significant risks that you have identified. By liaising you can co-ordinate your resources to ensure that your actions and working practices do not place others at risk if there is a fire, and a co-ordinated emergency plan operates effectively.

Where two or more responsible persons share premises in which an explosive atmosphere may occur, the responsible person with overall responsibility for the premises must co-ordinate any measures necessary to protect everyone from any risk that may arise. Employees also have a responsibility to co-operate with their employer so far as it is necessary to help the employer comply with any legal duty.

• Have you told your staff about the emergency plan?
• Have you informed guests and visitors about what to do in an emergency?
• Have you identified people you have nominated to do a particular task?
• Have you given staff information about any dangerous substances?
• Do you have arrangements for informing temporary or agency staff?
• Do you have arrangements for informing other employers whose staff are guest workers in your premises, such as maintenance contractors and cleaners?
• Have you co-ordinated your fire safety arrangements with other responsible people in the building?
• Have you recorded details of any information or instructions you have given and the details of any arrangements for co-operation and co-ordination with others?

You must provide adequate fire safety training for your staff. The type of training should be based on the particular features of your premises and should:

• Take account of the findings of the fire risk assessment
• Explain your emergency procedures
• Take account of the work activity and explain the duties and responsibilities of staff
• Take place during normal working hours and be repeated periodically where appropriate
• Be easily understandable by your staff and other people who may be present
• Be tested by fire drills

In small premises this may be no more than showing new staff the fire exits and giving basic training on what to do if there is a fire. In larger premises, such as a supermarket with a high staff turnover and many shift patterns, the organisation of fire safety training will need to be planned.

Your staff training should include the following:

• What to do on discovering a fire
• How to raise the alarm and what happens then
• What to do upon hearing the fire alarm
• The procedures for alerting members of the public and visitors including, where appropriate, directing them to exits
• The arrangements for calling the fire and rescue service
• The evacuation procedures for everyone in your office or shop to reach an assembly point at a place of total safety
• The location and, when appropriate, the use of firefighting equipment
• The location of escape routes, especially those not in regular use
• How to open all emergency exit doors
• The importance of keeping fire doors closed to prevent the spread of fire, heat and smoke
• Where appropriate, how to stop machines and processes and isolate power supplies in the event of a fire
• The reason for not using lifts (except those specifically installed or nominated, following a suitable fire risk assessment, for the evacuation of people with a disability)
• The safe use of and risks from storing or working with highly flammable and explosive substances
• The importance of general fire safety, which includes good housekeeping

All the staff identified in your emergency plan that have a supervisory role if there is a fire (e.g. heads of department, fire marshals or wardens and, in larger offices and shops, fire parties or teams), should be given details of your fire risk assessment and receive additional training.

• Have your staff received fire safety training?
• Have you carried out a fire drill recently?
• Are employees aware of specific tasks if there is a fire?
• Are you maintaining a record of training sessions?
• Do you carry out joint training and fire drills in multi-occupied buildings?
• If you use or store hazardous or explosive substances have your staff received appropriate training?