Health and safety--fire precautions planning.

[check] This checklist is designed to provide a broad outline of the action needed to ensure the maintenance in the workplace of fire awareness, fire precautions, and ways in which fires can be avoided. Most of the requirements for non-domestic fire precautions are covered by the Fire Precautions Act 1971, as amended by the Health and Safety at Work Act 1974 and subsequent regulations. The main requirement of the FPA 1971 is that all premises meeting certain criteria must have a valid fire certificate, for example:

* hotels and boarding houses sleeping more than six people

* workplaces, including offices, shops, railway premises and factories where

* more than 20 persons are employed at any one time

* more than 10 persons are employed to work at any one time elsewhere than on the ground floor

* the premises are part of a larger building that meets the conditions of ii) or iii) above

* explosive or highly flammable materials are stored or used.

If in any doubt about whether your building requires a fire certificate, check with your local authority fire department. All premises, even those exempted from current regulations, must provide adequate means of escape and fighting fires.

One of the first priorities any organisation should have is that of ensuring the proper implementation of a Health and Safety policy. Incumbent with this policy is the need to develop effective procedures for the provision of fire precautions with a safe evacuation plan for staff and visitors in the event of a fire. It might never happen, but the possibility of a fire occurring always exists. Just as staff need to be trained in how to operate machinery and maintain a safe working environment, so they need to be trained in the actions required to prevent a fire, and, if one should break out, what to do in an evacuation.

Definition

Planning for fire involves an examination of all current fire precautions, deciding on their best use, and implementing a Fire Evacuation plan, irrespective of whether an alarm sounding is false or real.

Advantages of a fire precautions policy

* Conforms with legal requirements.

* Provides a definitive plan which everybody is able to follow.

* Focuses on available resources and highlights any changes required to the provision of fire precautions.

* Is part of a risk assessment programme.

Disadvantages of a fire precautions policy

There are no disadvantages associated with planning for fire; it is an essential part of any Health and Safety management system, but remember that it:

* Can become over-complicated.

* Can be time-consuming.

* Requires continuous review to ensure preventive measures remain up-to-date.

Action Checklist

1. Appoint a development committee

The development of fire control and evacuation plans would normally come under the remit of an organisation's Health and Safety committee. However, many small companies do not have such a committee and in such cases an individual member of staff should be appointed to overview the process. Experience has shown however that other members of a team may highlight issues that one person may miss. Do not forget that the Fire Service is available to provide advice on any aspect you are not sure about.

2. Know your premises

Walk around and familiarise yourself with the building layout and the location of fire exits, fire doors and fire fighting equipment. You are required by law to carry out Risk Assessments on all sections of your premises. Take note of areas that may prove to be an additional risk during a fire, such as stores, laboratories and processing areas. Don't forget that even seemingly harmless material, particularly in powder or dust form, presents an explosion risk.

Among the issues to consider are:

* the safe storage of hazardous or combustible materials

* prohibition of smoking near hazardous or highly flammable materials

* paper, cardboard and other flammable materials strewn untidily around

* risk of fire (and electrocution!) from faulty electrical equipment 

* adequate fire escape routes.

3. Plan your escape routes

In the event of a fire you must make sure your staff are able to evacuate quickly and safely with a minimum of risk. Escape routes must be the quickest safe way to the outside of the building, but avoid passing areas of high risk if at all possible. If not, you may wish to minimise risk by placing additional fire fighting or personal protection measures in an easily accessible location away from the hazard but before it would be encountered in an evacuation.

4. Are the routes clearly identified

Once the escape routes are prescribed, can they be followed easily? During a fire, a big factor is confusion and possibly panic created by smoke. Make sure Fire Exit direction signs are prominently displayed pointing to the nearest exit. Make sure all fire doors are clearly identified with an appropriate sign. Fire doors should remain closed at all times or be able to be closed as soon as the Fire Alarm sounds by use of an automatic door release. Fire Doors are designed to contain smoke and fire for at least 30 minutes. Some incorporate an intumescent strip that expands when heated to fill in the gap between the door and frame effectively sealing it.

5. Will everybody know when there is a fire alarm?

This may sound like a silly question, but in certain circumstances, such as those present in remote locations, high noise areas, or when there are listening impaired workers, an audible alarm may not be heard. This applies equally to offices or workshops fairly close to an alarm but where environment or location combine to increase external noise. In all cases, previously appointed Fire Wardens should check their area for people who have not heard the alarm, but since this could prove impractical making sure that everybody is aware is the top priority. Methods of improving awareness can be the installation of repeater alarms or visual alarms such as flashing lights (but in a different colour from any already used in that area). In all instances, an alarm must be effective by informing people quickly thus ensuring a rapid evacuation. Fire alarms should be recognisable as such and need to be unique; for instance, don't put a bell into an area where bells are already used

6. Are current fire precautions appropriate for the location?

Fire extinguishers are the most visible means of fire precaution but fire doors, fire exits and alarm systems must also be visible. Inappropriate fire extinguishers can present greater danger to the user than no extinguisher at all. Look at all the areas of your premises and the environment and at what equipment is used, and try to determine what is likely to present a hazard. Then look at the precautions already in place. Are they suitable? Advice should be sought on the correct numbers and types of extinguishers. It is important to remember that fire extinguishers are only a first measure, and are not designed for prolonged use in an emergency situation.

7. Fire Wardens

Appoint at least one member of staff in each floor or area as a Fire Warden. Provide them with an easy means of visual identification such as a fluorescent vest. They have an important, multi-faceted role that includes responsibility:

* to check everybody has heard the alarm during a fire test and to report any problems

* to make sure escape routes are kept free from obstructions

* to familiarise new staff with the fire precautions and evacuation routes

* to ensure the area is fully evacuated during an alarm, and direct visitors to safety

* to ensure that all doors and windows are shut during an alarm and that all electrical equipment is turned off, but without putting themselves in danger.

Fire Wardens are not fire fighters; that is the job of the Fire Service. However, fire extinguisher training will be of benefit in helping to control small outbreaks. In all cases of fire the Fire Service must be called to confirm any action taken has been appropriate. Appoint a senior person to act as Fire Control Manager and incident coordinator whose job is to act as a focal point for both Fire Wardens and the Fire Service.

8. Choose a suitable assembly area

Make sure any such area is as far away from buildings as possible and preferably clear of obstructions such as parked cars. Put up notices directing people to the assembly area. Make sure that the area is not on roads which may be used by emergency vehicles. In the event of a fire, have a roll call taken in the assembly area to make sure nobody is missing. If anyone is, tell the Fire Service which will organise a search and rescue. Under no circumstances allow anybody to re-enter a building until permitted by the Fire Service.

9. Publish the evacuation plan

Having agreed on the actions to take, set them down in plain English and give every employee a copy. Include a plan of their evacuation area. Make it clear that during an evacuation that they:

* do not stop to collect personal belongings 

* do not use lifts

* never run to escape

* try not to panic

* follow the Fire Warden's instructions

* do not re-enter the building for any reason unless told they can by the Fire Service

* do not leave the site until permission is given to do so and only then after a roll call has been completed.

10. Fire tests and fire drills

Fire tests on the alarm system should be routinely carried out at least weekly. Hold a practice fire evacuation at least once in a six-month period. Many companies employ automatic alarm systems linked to a central control room and arrangements must be made with the control room as to a time for alarm tests and how you should notify them you are about to conduct one. Ensure that your employees know when the tests are being carried out, and how long the alarm will sound. The same applies to practice fire evacuations which can be made more difficult once people are used to the routine, for instance by physically blocking a fire exit by pretending the fire is in that area.

11. Service and maintain fire precautions

Ensure that all extinguishers and emergency lights are tested at least once every six months. Maintain a visual check on all extinguishers for evidence of use or damage, and replace or refill any used extinguishers as soon as possible after use. Make sure that fire signs are clear, clean and not missing. Keep a fire log for recording all actions taken in relationship to fire, fire tests, risk assessments, equipment maintenance, and training of who and when. This is evidence of your commitment to fire safety. Ensure all new staff are given training in your fire evacuation procedures within the first few days of starting their employment. Conduct at least half an hour's annual training for all staff irrespective of their position in the organisation. Finally, if you make any material change to the premises or introduce additional hazards, notify the Fire Service so they can appraise the situation and suggest any further precautions.

Dos and Don'ts for Fire Precautions

Do

* Incorporate fire precautions as part of an overall integrated health and safety policy.

* Remember that prevention is the best, and in many cases the cheapest, option.

* Have regular fire drills which may highlight bottlenecks or other problems during an evacuation.

* Get advice from your local fire service if in any doubt.

Don't

* Forget that it is an offence not to have a valid fire certificate where required.

* Think "it won't happen to us".

Useful Reading

Tolleys handbook of disaster and emergency management : principles and practice 2nd ed Raj Lakha and Tony Moore eds Croydon, LexisNexis UK, 2004

Fire safety : an employers guide, Health and Safety Executive London: Stationery Office, 1999

Useful Addresses

Fire Protection Association, Melrose Avenue, Boreham Wood, Hertfordshire WD6 2BJ Tel: [phone] www.thefpa.co.uk

Health and Safety Executive, HSE Information Centre, Broad Lane, Sheffield, S3 7HQ Tel: [phone] www.hse.gov.uk

Advice is also available from local authority fire departments and local fire services.

Thought starters

* In 1997 fire cost the national economy 12,000,000 [pounds sterling] per day. The fire services attended 36,000 workplace fires. Thirty people lost their lives, and 2600 were injured. Some of the companies affected never traded again.

* All fires are preventable.