fire risk management and assessment guide

RRO1

Fire Risk Management

Guidance & Example Risk Assessment

Contents

Section A Fire Risk Assessment (FRA) Methodology

Section B Premises Details (Example FRA)

Section C Fire Safety Management (Legislative controls)

Section D Hazard Identification (Ignition, Fuel & Oxygen)

Section E Means for Giving Warning (Fire Detection & Alarm)

Section F Means of Escape

Section G Portable Fire Fighting Equipment (PFFE)

Section H Fixed Installations

Section I Arson

Section J Maintenance and Records

Section K Fire Emergency Action Plan

Section L Staff Training

Section M Works Action Plan

Section A Risk Assessment Methodology Fire Risk Assessments (FRA) are a legal requirement of the Regulatory Reform (Fire Safety) Order 2005 (RRO).

The legislation requires the responsible person to look at (risk assess) the fire precautions within their premises. The general areas to look at are:

Means of detection & giving warning in case of fire Means of escape Means of fighting fire Staff training Maintenance and recording.

If 5 or more people are employed, a record of the risk assessment’s significant findings must be kept. The Fire Risk Assessment’s significant findings can be identified and produced in a format suitable to the premises. However a certain methodology should be followed. This methodology has been identified in the guidance documents which accompany the RRO. The guidance documents are available at stationery office bookshops or downloaded from the website of the Department for Communities and Local Government – www.firesafetylaw.communities.gov.uk. The methodology described in these documents is called “The 5 steps to risk assessment.”

Step 1 Identify any fire hazards ↓ Step 2 Identify who could be harmed ↓ Step 3 Evaluate the risks ↓ Step 4 Record the significant findings ↓ Step 5 Review and revise assessment

Step 1 – Identifying fire hazards 3 areas should be looked at:

Ignition sources – electrical, cooking, smoking, hot surfaces, arson,

naked flames, etc. Fuel sources – flammable solids, liquids & gases

Oxygen sources – Present in the air, but also from oxidising agents/chemical products, etc.

Walk around your premises and identify all areas which have the potential to contribute to a fire.

Step 2 - identifying people at risk If a fire was to start, look at the people who would be at risk. Do they have any special needs? Consider: Workers, Customers, Visitors, Contractors Pay attention to people at risk such as: Disabled Elderly Lone workers Working out of normal hours People in isolated areas.

Step 3 - evaluate, remove, and protect from risks Consider the measures needed to prevent fire by:

Evaluating the likelihood of a fire occurring Evaluating the risk to people from a fire starting somewhere in the

building Removing or reducing the hazards that may cause a fire Removing or reducing the risk to people from a fire

Look at the measures within your premises to protect people from fire. Are they suitable and sufficient? These measures include:

Fire detection and warning systems Means of escape (escape routes, fire resistance, fire doors, etc) Fire fighting equipment Signs and notices Lighting (normal and emergency) Staff training Maintenance

Step 4 - record, plan, instruct, inform & train

If 5 or more people are employed, or your premises are licensed, or an Alterations Notice is in force which requires you to do so, the significant findings of your risk assessment and control measures must be recorded. A plan of “Action to be taken in an emergency” should be produced. The plan should be:

Based on the outcomes of your fire risk assessment Appropriate to your premises A plan of exactly what you want your staff to do in an emergency

Available to all relevant persons All staff should be given information and instruction on what to do in an emergency. This should be given:

As soon as possible after appointment Regular intervals thereafter.

The information and instruction given must include:

Significant findings of your risk assessment Measures in place to reduce risk Action to take in the event of a fire Identity of people nominated with fire safety responsibilities Any special arrangements for serious imminent danger

Staff Training should include:

Action on discovering a fire How to raise the alarm Action on hearing fire alarm Procedure for alerting members of the public/visitors Evacuation procedure to reach the assembly point Location and, when appropriate, use of fire fighting equipment Importance of closing fire doors Isolation of machinery Reason for not using lifts (unless specifically designed for evacuation) Information on specific hazards in your premises

Co-operation & Co-ordination In multi-occupied premises, it is important that you liaise with the other occupiers and inform them of any significant risk you have identified. You should co-ordinate your resources to ensure your actions and working practices do not place others at risk in the event of a fire and the co-ordinated emergency plan operates effectively.

Step 5 – review and revise assessment An FRA is a working document, which should be reviewed and revised on a regular basis. Timescales are not set. However, as a guide, a review should be undertaken as a risk or hazard changes or as new ones are introduced to the workplace. To ensure compliance, assessments should be checked at least once every 12 months. If in any doubt, consult your local Fire Safety department.

EXAMPLE RISK ASSESSMENT Section B Basic Premises information The front cover of a Risk Assessment should give basic information. The Risk Assessment needs to be building specific. So we would expect to see basic information which identifies your premises. For example: Premises Name: Address:

Premises Description:

A 2 storey building, of brick built construction, used as………………………….. premises consists of: Sleeping accommodation for 15 personnel, Office areas, Kitchen and lounge,

Hours of Business: 24 hour

Max No. of persons at any one time:

Staff - 18 Visitors – upwards of 50

Responsible Person: Position Held: Contact Number:

Building Owner: Contact Number:

Assessment Date:

By:

Review Date

By:

Section C Fire Safety Management (Legislative Controls)

Regulatory Reform (Fire Safety) Order 2005 Item NA Yes No

A Is there a written company policy on fire safety? √ B Has a suitable and sufficient fire risk assessment been

carried out? √

C If required, has the fire risk assessment been recorded? √ D Has all necessary staff been informed of the ‘significant

findings’ of the risk assessment? √

E Are procedures in place to ensure the risk assessment is reviewed as required?

√

F Is there a suitable and sufficient emergency action plan? √

Other legislation relevant to premises

Comments

1. No written company policy as regards fire safety. 2. No previous fire risk assessment. 3. Staff to be informed of this risk assessment. 4. No emergency action plan.

Section D Hazard Identification (example) Walk around your premises to identify the sources of: ○Ignition ○ Fuel ○ Oxygen The examples below are not an exhaustive list. You have to identify your own hazards! Item Sources of Ignition NA Yes No

A Electrical installation regularly inspected? √ B Electrical equipment PAT tested? √ C Portable or fixed heating kept away from combustibles? √ D Multipoint adaptors/ extension leads kept to a minimum? √ E Electrical flexes safe from physical damage? √ F Hot works permit procedure in force? √ G Smoking permitted in and around premises? √ H Any processes that produce heat? √ I Any other sources of ignition not mentioned above? √ Sources of Fuel J Safe storage of combustible materials? √ K Flammable liquids kept on premises stored safely? √ L Standard of housekeeping satisfactory √ M Procedures to protect from arson in place? √ N Any other sources of fuel not mentioned above? √ Sources of O2

O Any sources of oxygen other than air? √ Comments

1. Unattended portable heater left in ground floor drying room with towels and clothing.

2. No procedure in place for hot works permits. 3. Smoking permitted in external areas around building 4. Petrol and diesel stored in external fuel store Underground diesel tank approximately 10 metres from building (Procedures for Arson dealt with under Section I)

Once you have identified your significant finding, look at who is at risk and the control measures you have in place / require.

Sources of ignition/Fuel/Oxygen

Location Hazard Persons at risk

Risk H/M/L

Existing controls

Further Action By whom & date actioned

Throughout No procedures for hot works

permit

All M None Procedure to be set up Gareth Evans

External stair & by back door

Discarded cigarettes

All M Metal container

provided by back door

Container to be provided on external stair, or no

smoking allowed

Gareth Evans

Electrical intake

room in servicing

area

Boxes stored in locked

intake room

All M None Storage to be removed Gareth Evans

Drying room

Heater left on, towels and

clothing left to accumulate

All M General housekeeping

Heat detector provided Gareth Evans

Various fuel

sources

Accelerated fire spread

All L Separation and good

housekeeping

None

The Risk Category is an estimation of the potential for the hazard to cause harm. This section should be qualified. How do we decide what is high, medium or low? Also how does the risk category impact on time scale for further action? Eg High – Immediate action required? Medium – Action within 1 month? Low – Action within 6 months?

Section E Means for Giving Warning Risk Assess the fire protection measures in your premises. The questions below are not an exhaustive list. You have to identify your own fire protection requirements!

Comments

1. The means for giving warning is verbal. 2. The premises are a sleeping risk and as such should be provided with a

category L2 fire alarm system complying with BS5839 part 1. 3. Employees are not trained in the actions to be taken in an emergency. 4. No record of testing fire-warning procedures.

Fire Alarm and Detection System NA Yes No Does the building have a means for giving warning in case of fire?

√

Is the means for giving warning appropriate and does it meet the building’s requirements?

√

Is the alarm audible throughout the building? √ Is the number and siting of call points satisfactory? √ Is the detection sufficient and appropriate for the building needs?

√

Are any detectors or call points obstructed? √ Are all employees aware of how to raise the alarm? √ Are employees trained on how to raise the alarm? √ Is the fire alarm system tested on a weekly basis? √ Is the fire alarm system serviced/maintained in accordance with BS 5839?

√

Does the system have a battery back up? √

Means for giving warning


Risk H/M/L

Existing controls


All areas Inappropriate means for

giving warning in case of fire

All H Verbal warning by

staff who have received no

training on the procedure

Installation of a Category L2 fire alarm system to BS 5839

Peter Martin Due to seriousness,

ASAP

All areas No procedure in place for

giving warning in case of fire

All H None Interim procedure put in place until fire alarm system

installed

Peter Martin Due to seriousness,

ASAP

Section F Means of escape The questions below are not an exhaustive list. You have to identify your own fire protection requirements!

General NA Yes No Is there an alternative exit from all areas of the premises? √ Are travel distances acceptable? √ Are there any dead end situations √ Are all escape routes unobstructed and free from combustibles? √ Suitable arrangements in place for inner room conditions? √ Are escape routes adequately protected? √

Doors Are there sufficient exits of suitable size to allow egress for all occupants?

√

Can all exits be immediately opened without the use of a key? √ Are all internal fire doors in good condition, fitted with appropriate devices and in working order?

√

Are any internal doors wedged open? √ Are all automatic door fastenings fail safe open & provided with an override facility

√

Signage Is the premises fitted with sufficient exit signage? √ Are all escape routes clearly identified? √ Does the signage comply with BS 5499? √ Are all doors fitted with appropriate label signage? √ Any external signage required? √ Are there adequate staff notices? √ Are illuminated exit signs required? √

Lighting Is emergency lighting required? √ Are all escape routes adequately illuminated? √ Are additional emergency lighting luminaires needed? √ Does existing artificial lighting appear satisfactory? √ Do emergency lighting units appear to be charging? √ Is emergency lighting maintained and tested according to BS5266?

√

comments: 1. Storage in ground floor corridor and staircase enclosure 2. Dead end condition from office area 3. No self closures on following doors

i. 1st floor kitchen ii. 1st floor dining area room iii. 3 ground floor offices

4. No directional exit signage at the base of the internal staircase 5. Signage on the ground floor final exit does not comply with BS5499 6. Emergency lighting complying with BS5266 required

Means of Escape


Risk H/M/L

Existing controls Further Action By whom & date actioned

Staircase enclosure

and corridor to front

door

Clothing Obstructing means of escape

All L Clothing kept to a minimum and hung

on suitable pegs

Different area identified for storing

coats, etc.

Gareth Evans

Ist floor kitchen, sleeping-in room, Ground

floor offices

No self closures on doors for

the protection of sleeping

accommodation and dead end

corridor

All H None Fit self closures to doors

Gareth Evans

Ground floor

staircase enclosure

No directional exit sign to

indicate route out in an

emergency

All M Vision panels on doors

Directional exit sign showing route to final

exit

Gareth Evans

Premises rear door

Exit sign does not conform to

BS 5499

All L Sign in text Pictogram required Gareth Evans

Premises escape routes and

sleeping areas

No emergency lighting

All H External lighting when on

Emergency lighting system complying

with BS5266 required

Peter Martin

Section G Portable Fire fighting equipment The questions below are not an exhaustive list. You have to identify your own fire protection requirements!

NA Yes No Are additional extinguishers required? √ Are extinguishers correctly positioned? √ Are extinguishers appropriate to the risk & of sufficient capacity? √ Are fire blankets required? √ Are extinguishers obstructed? √ Are extinguisher signs required? √ Have extinguishers been serviced? √

Comments

1 2kg CO2 extinguisher complying with BS EN 3 to be provided and sited in the electrical equipment room 1 9 litre water extinguisher complying with BS EN 3 to be provided and sited in the ground floor corridor.

Portable Fire fighting Equipment


Risk H/M/L


First Floor

No extinguisher for electrical

fire in electrical

equipment room

All M Nearest CO2 extinguisher on the

ground floor

Provide a 2kg CO2 extinguisher complying

with BS EN 3

Gareth Evans

Ground Floor

Corridor

No extinguisher

for combustibles

from 3 offices and

corridor

All M Nearest water extinguisher on

first floor

Provide a 9 litre water extinguisher complying

with BS EN 3

Gareth Evans

Section H Fixed Installations The questions below are not an exhaustive list. You have to identify your own fire protection requirements

NA Yes No Is the building provided with a sprinkler system? √ Is the building provided with a dry/wet riser? √ Is the building provided with a gas flooding system? √ Is the building provided with a smoke control system? √ Is the building provided with any other fixed installation? √ Are hose reels provided? √ Are fixed installations tested to current BS standards? √ Are all protection systems provided with appropriate signage? √ Are all protection systems provided with appropriate alarms? √

Comments No fixed installations provided.

Fixed Installations


Risk H/M/L


Section I Arson The questions below are not an exhaustive list. You have to identify your own fire protection requirements!

NA Yes No Are the premises reasonably secure during hours of darkness? √ Is there a reasonable standard of external lighting? √ Could external rubbish/ waste put the building at risk? √ Are wheelie bins lockable? √ Are wheelie bins remote from the building? √ Is CCTV provided? √

Comments

Wheelie bins can be moved next to the building and ignited

Arson


Risk H/M/L


External bins

Could be moved next to building

and ignited

All M External lighting Bins stored in a secure compound away from the

building

Gareth Evans

Section J Maintenance and Record Keeping The questions below are not an exhaustive list. You have to identify your own fire protection requirements! NA Yes No Is there a suitable and sufficient risk assessment? Is the risk assessment reviewed on a regular basis? Is there a suitable and sufficient emergency action plan? Is a log book kept within the building?

Are there up to date records of: Fire Alarm testing? √ Fire alarm actuations? √ Emergency light testing? √ Means of escape testing? √ Fire extinguisher testing? √ Fixed installation testing? √ Staff fire training? √ Fire drills? √

Comments

No records kept on any of the areas identified above.

Maintenance and record keeping


Risk H/M/L

Existing controls


Premises No testing and

maintenance of means of

escape

All H None Means of escape testing procedure started and records kept of tests

Gareth Evans

Premises No log books kept of

maintenance of fire safety

measures

All H None Log book to be maintained of all testing of fire safety

measures

Gareth Evans

Premises No written procedures in

place for actions in case of

emergency

All H None Procedure to be written and followed

Gareth Evans

Premises No records of fire drills and staff training

All H None Log book to be maintained of all fire drills and staff training

Gareth Evans

Premises No maintenance record kept of PFFE testing

All M None Records of PFFE testing is to be maintained

Gareth Evans

Section K Emergency Action Plan The questions below are not an exhaustive list. You have to identify your own fire protection requirements

NA Yes No Is there a written site-specific fire emergency action plan? √ Is the location of the fire assembly point specified on staff fire notices?

√

Does the fire emergency action plan include details of the following: Action on discovering a fire √ How to raise the alarm √ Action on hearing fire alarm √ Procedure for alerting members of the public/visitors √ Evacuation procedure to reach the assembly point √ Location &, when appropriate, use of fire fighting equipment √ Importance of closing fire doors √ Isolation of machinery √ Reason for not using lifts (unless specifically designed for evacuation)

√

Information on specific hazards in your premises √

Comments

No emergency action plan

Emergency Action Plan


Risk H/M/L


Premises No emergency action plan

All H None Emergency action plan to be produced

Gareth Evans

Section L Staff Training The questions below are not an exhaustive list. You have to identify your own fire protection requirements!

NA Yes No Are staff given information as to the contents of the Fire risk assessment?

√

Are staff given written copies of the premises emergency action plan?

√

Are staff being trained in the following areas: Action on discovering a fire? √ How to raise the alarm? √ Action on hearing fire alarm? √ Procedure for alerting members of the public/visitors? √ Evacuation procedure to reach the assembly point? √ Location &, when appropriate, use of fire fighting equipment? √ Importance of closing fire doors? √ Isolation of machinery? √ Reason for not using lifts (unless specifically designed for evacuation)?

√

Information on specific hazards in your premises? √ The requirements for any specific role such as a fire marshal? √ Are fire drills undertaken √

Comments 1. Staff unaware of contents of the risk assessment and emergency action plan 2. No staff training given on the actions to be taken in an emergency 3. No fire drills undertaken

Staff Training


Risk H/M/L


Premises No information

given to staff on the

contents of the fire risk assessment

All M None Staff to be made aware of hazards and risks identified in the fire risk assessment

Gareth Evans

Premises No emergency action plan

All H None Emergency action plan to be produced and training

given to staff.

Gareth Evans

Premises No staff training

undertaken

All H None Staff to receive site specific training on actions to be taken in an emergency

Gareth Evans

Premises No fire drills undertaken

All H None Site specific fire drills to be undertaken

Gareth Evans

Section M Works Action Plan In this Works Action Plan, the time limits for prioritised actions are as follows: Low (L) – 6 months Medium (M) – 1 month High (H) within 1 week or as reasonably practicable.

Item Action Date Responsible person

fire risk management and assessment guide

Documents