Archiving Old FRA Reports

[Messy]

When I review fire risk assessments throughout our estate, I issue a completely new document and electronically file the old one with others.

As time is going by, there is now a considerable number of documents filed away (both older WP Regs and FSO assessments) and I am considering thinning out the storage to leave just the last 3 to 5 years of documents on file, plus a spreadsheet listing the dates when the deleted reviews were carried out on each premises

I know that the FSO says the significant findings must (in certain circumstances) be recorded, but along with not specifying what the word 'recorded' means, it doesn't mention how long such records should be kept either.

So what is considered best practice? What do others here do with their older FRAs?? 

[DavyFire]

Messy,
         I have the same problem. I keep my hand written survey sheets, any plans and correspondence for each FRA. I also have the completed reports on disc as a back-up.
Recently moved to a new office in the attic so that Mrs DF can have her dining room again.
I had planned to keep the last three years records and get rid of the older stuff, but haven't reached a decision yet.
Can't keep them all forever as well as training records and all the other bumf that collects.
If no one points us in the right direction a decision will need to be taken (Do nothing and keep the lot)
DF

[kurnal]

My local fire service has shredded all their historic fire safety files and rely on scanned extracts. Their view is that its what the premises are like today when they inspect that matters.

There are two sides to this- the perspective of the owner / agent and the perspective of the fire risk assessor.

I throw in a few side issues to further confuse the matter.

Building Regulation 38 files should obviously be kept for the life of the building until demolition.

Fire strategy and fire engineering documents the same whilst they remain relevant.

PI insurance generally has a span of 12 years by custom and practice during which the architect, fire engineer, BCO or fire consultant may be held to account.

Criminal Law may have no time limits if a designer or fire engineer is criminally negligent in their work.

For those assessors registering under the SP205 scheme, the scheme requires all contemporaneous notes to be kept - one reason why the scheme is not for me!

Scanning all documents is the long term answer though very time consuming.

For Messy I would keep them all on a hard drive specially for the purpose. You can after all by a terabyte of storage for much less than a hundred quid these days. I keep electronic copies of all reports and drawings we produce- ie those issued to the client -  for all time but I am blowed if I am keeping the scruffy bits of paper I walked round taking notes on.

Though Toddy once told me he had successfully defended a case in which the whole case rested on one of those scraps of paper. Me? - I will take my chance on that.

[lyledunn]

A drunk fell down stairs in a city centre club. Amongst other documents, his solicitor requested emergency lighting certificates from the club. This was no problem as the club kept a very comprehensive fire safety file and had retained records back to 2010. On a certificate that I had issued some 3 years before the incident, I had noted that the emergency lighting on the stairs was defective and in any case well below that required by the current standard. The matter was attended to fairly quickly. Although it had absolutely bog all to do with the guy falling down the stairs, the solicitors intention was to show a slip shod attitude to maintenance. The club settled out of court.

[Messy]

A drunk fell down stairs in a city centre club. Amongst other documents, his solicitor requested emergency lighting certificates from the club. This was no problem as the club kept a very comprehensive fire safety file and had retained records back to 2010. On a certificate that I had issued some 3 years before the incident, I had noted that the emergency lighting on the stairs was defective and in any case well below that required by the current standard. The matter was attended to fairly quickly. Although it had absolutely bog all to do with the guy falling down the stairs, the solicitors intention was to show a slip shod attitude to maintenance. The club settled out of court.

This is the problem I am considering. With the need to disclose when there's legal action or just as a result of a FOI request, where is the advantage for the RP for keeping lots of documents that he doesnt need to, just for some legal expert to attempt to manipulate those very same records against the RP?.

Interesting advice  - thanks to all that have contributed

[Tom W]

http://www.nrar.org.uk/ problem solved.

Free archiving of risk assessments with reminders feature.

My company own it and we are not currently planning on charging for it.

Feel free to use it. 

[DavyFire]

Piglet,
        Sounds good for storing and accessing digital copies. What about the hand written risk assessments and contemporaneous notes. Some day in the future - you never know!

DF

[Tom W]

Piglet,
        Sounds good for storing and accessing digital copies. What about the hand written risk assessments and contemporaneous notes. Some day in the future - you never know!

DF

You scan it or take a photo of it and upload it. Easy. You can even add a note to your uploaded document.

Honestly try it, it's free.

[Messy]

Piglet, this does indeed look like a really useful facility, but I don't really want to store any FRAs other than the current copy.

As far as the FSO is concerned, there is no requirement to keep and record of the FRA other than the working copy. So why should I keep documents that are years old? Is there any legal requirement to do so??

Some of the documents relate to premises with very high value stock and refer to security and commercially sensitive information. Its from this security position that we tend to destroy dead records, I am trying to determine whether there is a requirement (other than best practice) to keep such documents - and if so - for how long???

[Tom W]

I shouldn't imagine there is any requirement to keep them as the document should be live but why would you not want to keep them? It shows a clear history of responsible fire management. 

[wee brian]

Normal drill in surveying practices is to keep records long enough to cover potential negligence claims etc.

In most situations claims are limited to 6 years after an injury is incurred (subject to exceptions). However, for new buildings there is an added complication which is for "latent defects" (stuff thats wrong but isn't visible) which is 15 years.

I would have thought that the same advice would apply for FRA records - I'd keep them for at least 6 years.

But, I'm not a lawyer - so google - "statute of Limitations" or ask a lawyer.