Rank: New forum user 
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As a Company we have a number of retail and warehouse sites at which we carry out regular fire bell tests, emergency drills, emergency light testing and false alarms. All of which we record on a Company log.
We have been informed by an engineer from our "new" maintenance Company that these tests should be recorded in their log book which they use to record service/maintenance visits. Can anyone clarify or point me in the right direction. The records are all there, just on different sheets of paper so to speak.
Thank you in advance.
Ali
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Rank: Super forum user
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I guess the simple answer would be to fill both in but i would make sure that you have your own records that the tests are being carried out. If they own their log books does this mean they can take them of site or if you change service company they could leave with your records.
I would have thought supplying them with a copy of your records when they carry out service work would be adequote certainly nothing in legislation that you have to use their log books just so long as you have records of testing being carried out.
Seems to raise the question who is the customer, why should you change to fit in with them?
red
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Rank: Super forum user 
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Inform your contractor that their visit details must be filled in your company log. You should be the owner of the data.
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Rank: Guest
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Hi Ali
I cover a similar operation and yes, each site should have its own log book. However, I also keep a central record identifying the service/ maintenance visits for the fire alarm/ emergency lighting for each branch.
When carrying out site RA's I have also noticed a variety of different styles of log book (if, indeed, any existed at all). As fire log books generally retail at around £12 - £14 a pop, and usually only provide enough space for 12 months of records, I got around this by creating a simple spreadsheet for the branch manager/ fire warden to complete. This also included guidance notes as to what is required as a kind of 'idiot's guide'. As this is electronic, it can also easily be emailed to me upon request for me to keep an eye on things if I suspect things are going awry. Not foolproof, I admit, but when you consider the farthest branch from head office is over 3 hours drive away, and I cover 50+ sites, it does simplify things a little.
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Rank: Super forum user
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Ali,
As long as you have a full record of all tests and maintenance for your system(s), that you have easy access to (i.e. on your site) then I do not see a problem in giving your contractor a copy of what you have carried out so their records can be complete . If your contractor is saying that they should hold the records which you would have to ask for or will not provide some form of maintenance record then I would say that is totally unacceptable.
As I said, by all means supply copies of your tests etc but as has been said already, you are the client, it is your system, they are your records, you need to control them.
Take Care
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Rank: Super forum user 
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Sounds to me quite a sensible contingency planning idea to have a copy of these records in a safe place in the event the worst happened.
Remember New Look in London suffered serious damage and widespread collapse, but the LFB still wanted evidence that the alarm had been tested.
Let's not forget however, that you are not obliged by law to keep such records at all. But you would be very brave/daft not to!
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Rank: Super forum user
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Safelincs have a free fire log book you can download and print off i have passed this on to clients before especially when they produce a notebook as there fire safety records for maintenance.
http://www.safelincs.co.uk/Fire-Safety-Logbook/
Phil
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Rank: Guest
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Philbeale, great link. Thanks
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Rank: New forum user
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Thank you one and thank you all.
Both sets of records are kept on site at all our locations and I think at this moment we will continue to record our tests as such.
We are testing and we are recording which at the end of the day is what we should be achieving.
Ali
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