What must be included in the Safety Records?

Os Safety Records are the backbone of the Safety File of the Self-Protection Measures (MAP). Far from being just “paperwork” to show during an ANEPC inspection and avoid fines, these records work like your building's service log, proving that all systems are operational. If you are not recording your safety routines, in the eyes of the law it is as if they never happened.

According to the Technical Regulation on Fire Safety in Buildings (SCIE), the Safety Records must contain, in an organized and chronological manner, the following elements:

1. Preventive and Corrective Maintenance Reports

Whenever a company accredited by ANEPC visits your premises, the technical report issued must be attached to the records. This includes:

• Fire extinguisher maintenance;
• Maintenance of the Automatic Fire Detection System (SADI);
• Emergency lighting maintenance;

In addition to these reports, the records also include:

• Incident Report;
• Awareness Sessions Report;
• Fire Drill Report;
• Among others.

2. Internal Inspection Records (Routines)

Not all maintenance depends on external technicians. The rounds and visual checks carried out by the company's own safety team must be scheduled and recorded:

• Weekly/Monthly: Visual check that fire extinguishers are in place and at the correct pressure; quick test signal check on the alarm panel.
• Evacuation Routes: Record confirming that emergency exits and corridors are completely clear and free of goods or waste.

3. Incidents and False Alarms

Any system anomaly must be recorded so that there is a transparent history of the building's health:

• False fire alarm activations (stating the reason, such as dust, building works or a technical fault).
• Temporary equipment faults (e.g. an emergency light that has burned out) and the date it was repaired.
• Electrical work or structural works that temporarily interfered with the safety systems.

4. Fire Drill Exercises

Every time you carry out the mandatory fire drill, the process does not end at the Assembly Point. The records must include:

• The date and time of the exercise.
• The simulated scenario (e.g. short circuit in the archive room).
• The total building evacuation time.
• - Fire Drill Report, detailing what went well and which failures were detected that need correcting.

5. Training and Awareness Sessions

The human factor is critical. You must record all SCIE training given to employees:

• Attendance lists and dates of fire extinguisher handling or evacuation training.
• Identification of the members of the Emergency Team (Safety Delegates and Agents) and any role updates when there is staff turnover.

Keeping the Safety Records up to date — with dates, signatures and clear identification of who carried out each action — is the only legal way to prove that your company acts with due diligence. In the event of an inspection or an insurance claim after an incident, this document is your greatest legal and financial safeguard.

Want to know more about Self-Protection Measures or legal requirements? Contact us!