Maintaining accurate fire safety records isn’t just a matter of good housekeeping, it’s a legal requirement. Whether you’re a landlord, business owner, school manager or facilities professional, you must be able to demonstrate compliance with fire safety legislation.
But how long should you keep those records? What counts as essential documentation? And what might the fire authority, or your insurer, ask to see?
In this guide, we explain the recommended retention periods for key fire safety records under UK fire regulations, along with best practice tips to help you stay organised and audit-ready.
Why Keeping Fire Safety Records Matters
Under the Regulatory Reform (Fire Safety) Order 2005, the “responsible person” (typically the employer, landlord or building manager) must ensure that fire safety systems are:
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Properly maintained
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Regularly tested and inspected
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Supported by appropriate training
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Documented in a way that proves compliance
If there’s a fire, inspection or legal challenge, being able to produce detailed records is essential. Failure to do so can result in fines, enforcement notices or prosecution.
Fire Safety Records You Should Keep (And For How Long)
1. Fire Alarm and Emergency Lighting Test Records
These include weekly tests, annual inspections and any fault reports or corrective actions taken.
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Recommended retention period:
At least 5 years -
Best practice:
Keep a fire logbook (paper or digital) with regular entries and signed records. Include engineer reports and commissioning certificates.
2. Fire Extinguisher Maintenance Records
Includes annual service reports, refills, replacements and inspections by competent persons.
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Recommended retention period:
At least 5 years -
Best practice:
Retain documentation for each extinguisher’s full lifespan, including commissioning and service labels.
3. Fire Risk Assessments
Fire risk assessments must be reviewed regularly, and whenever there are significant changes in the building, occupancy or use.
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Recommended retention period:
Until superseded + 6 years
(i.e. keep previous versions for at least 6 years after a new one is completed) -
Best practice:
Keep a record of all versions, who carried them out, and what actions were taken as a result.
4. Training Records
Fire safety training (including inductions, refresher sessions, and fire marshal training) should be logged.
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Recommended retention period:
At least 3 years from the date of training -
Best practice:
Record the date, type of training, attendees, and who delivered it. Include certificates where issued.
5. Maintenance and Repair Certificates
Includes certificates for fire doors, alarm systems, emergency lighting, fire stopping, smoke vents and other fire-critical systems.
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Recommended retention period:
5–10 years, or the life of the equipment -
Best practice:
Store these alongside product warranties and installation reports. Keep records of all remedial work following inspections.
6. Drill and Evacuation Records
Records of scheduled fire drills, including times, results, feedback and any issues identified.
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Recommended retention period:
At least 3 years -
Best practice:
Include who was involved, how long the evacuation took, and follow-up actions.
What UK Regulations Say
While the Fire Safety Order 2005 does not specify exact retention periods for all fire records, it does require that records are:
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Up to date
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Evidenced in writing (paper or digital)
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Available for inspection by enforcing authorities
The Fire Safety (England) Regulations 2022 introduced further requirements for multi-occupied residential buildings, including routine checks of fire doors and the need to keep records for these inspections. These records should also be retained for at least 2 years.
Tips for Managing Fire Safety Documentation
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Use a central fire safety file or digital folder structure for easy access
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Create a logbook for each building or premises
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Label files clearly by system or record type (e.g. “Extinguishers – 2024”)
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Use cloud storage for digital backups and sharing with third parties (e.g. assessors, fire contractors)
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Schedule periodic audits of your documentation to ensure everything is current
Final Thoughts
In a fire safety audit, inspection, or insurance claim, your documentation may be the deciding factor in demonstrating compliance or exposing risk. Keeping thorough and well-organised fire safety records is not just a box-ticking exercise, it’s a fundamental part of your legal responsibility to protect life and property.
At Martyn Young Fireproofing Consultancy, we provide expert advice on fire protection and prevention measures. Contact us today on 07585 896648