EICR Testing UK - Fire Alarm & Emergency Lighting - NICEIC Approved

    Documentation

    Paper Trails: The Compliance Documents You Must Keep

    Proper documentation isn't just good practice—it's your legal protection. This guide covers exactly which documents you must keep, how long to store them, and what happens if they're missing during an inspection.

    7 min read•Updated December 2024

    Essential Documents Checklist

    EICR Documents

    • ✓ EICR certificate (main report)
    • ✓ Condition report schedules
    • ✓ Remedial works certificates
    • ✓ Minor works certificates

    Fire Alarm Records

    • ✓ System certificates
    • ✓ 6-monthly test reports
    • ✓ Weekly test logbooks
    • ✓ Service records

    Emergency Lighting

    • ✓ Installation certificates
    • ✓ Annual test reports
    • ✓ Monthly test logbooks
    • ✓ 3-year service records

    EICR Documentation Requirements

    Primary EICR Certificate

    Must Include:

    • Overall condition assessment
    • Date of inspection and testing
    • Recommended date for next inspection
    • Details of any defects or recommendations

    Supporting Schedules:

    • Schedule of Items Inspected
    • Schedule of Items Tested
    • Schedule of Circuit Details
    • Schedule of Test Results

    Remedial Works Documentation

    When defects are identified during an EICR, proper documentation of remedial works is crucial:

    Before Repairs:

    • • Detailed defect descriptions
    • • Risk assessments for each issue
    • • Quotations for remedial works
    • • Photographs of defects

    After Repairs:

    • • Minor Works Certificates
    • • Test results for repaired circuits
    • • Completion photographs
    • • Updated EICR if required

    Fire Alarm System Documentation

    Installation & Commissioning

    System Design Documents:

    • • Fire alarm system specification
    • • Zone plans and detector layouts
    • • Cable routing diagrams
    • • Control panel programming details

    Commissioning Records:

    • • Commissioning test results
    • • System verification certificates
    • • Performance test reports
    • • User training records

    Ongoing Test Records

    Weekly User Tests (BS 5839-1)

    Must record:

    • • Date and time of test
    • • Call point tested (rotate weekly)
    • • System response confirmation
    • • Any faults or issues identified
    • • Signature of person conducting test

    6-Monthly Professional Tests

    Certified engineer must document:

    • • All call points tested
    • • Detector sensitivity checks
    • • Control panel functionality
    • • Battery backup performance
    • • Overall system compliance

    Emergency Lighting Documentation

    Monthly Test Records (BS 5266)

    Flick Test Documentation:

    • • Date of test
    • • Each fitting tested individually
    • • Pass/fail status for each light
    • • Details of any defects
    • • Action taken for failures

    Visual Inspection Records:

    • • Physical condition of fittings
    • • LED condition and clarity
    • • Mounting security
    • • Sign visibility and condition
    • • Battery pack status indicators

    Annual Duration Testing

    Annual 3-hour duration tests require comprehensive documentation:

    • Full 3-hour test results for each fitting
    • Battery performance measurements
    • Photometric readings (lux levels)
    • Escape route coverage verification
    • Recommendations for improvements

    Document Storage & Retention

    Legal Requirements

    EICR Records:

    Minimum 5 years from date of inspection

    • • Current certificate must be available
    • • Previous certificates recommended
    • • Remedial works records essential

    Fire Alarm Records:

    Current plus previous 2 years minimum

    • • Weekly test logbooks
    • • 6-monthly professional reports
    • • Service and maintenance records

    Best Practice Storage

    Digital Storage:

    • • Cloud-based compliance platforms
    • • Secure backup systems
    • • Easy retrieval for inspections
    • • Automatic expiry reminders

    Physical Storage:

    • • Fireproof filing systems
    • • Property-specific folders
    • • Chronological organization
    • • Multiple location copies

    Consequences of Missing Documentation

    During inspections, missing or inadequate documentation can result in:

    • • Immediate enforcement action
    • • Fines and prosecution
    • • Insurance policy invalidation
    • • Emergency prohibition notices
    • • Requirement for immediate re-testing

    Digital Compliance Management with LogBok

    Store all your compliance documents securely in the cloud. Automatic reminders, easy access during inspections, and never lose another certificate.