Safety Records

Safety Records: what they are, why they are mandatory and what is the responsibility of those who own a space or business

Many property owners and operators are unaware that, in addition to Self-Protection Measures (MAP), the law requires the maintenance of Safety Records.

This article explains, in a simple and direct way, what these records are, why they are essential and what is the legal responsibility of those who manage a space or activity.

1. What are Safety Records?

Safety records are mandatory documents that prove that a given establishment:

• Complies with fire prevention measures;
• Carries out the required maintenance;
• Executes the necessary training and checks;
• Keeps safety conditions updated.

These records are part of the Self-Protection Measures and are considered by law as proof that safety is being taken seriously.

Without records, it is considered that the person responsible has not fulfilled the obligation, even if they have carried out the actions.

2. Why are they mandatory?

There are three main reasons:

2.1. Ensure the safety of people and property

Records allow you to verify that equipment works, that there have been technical interventions and that everything is operational for an emergency.

2.2. Facilitate inspections and oversight

When the National Emergency and Civil Protection Authority (ANEPC) or other entities visit an establishment, these records are the first element analyzed.

2.3. Assign responsibility

If a fire or accident occurs, insurance companies and authorities require proof that the person responsible fulfilled their obligations. Without records, the person responsible can hardly demonstrate that they acted correctly.

3. Who is responsible for the records?

The responsibility always lies with the Safety Officer, who may be:

• The owner of the establishment;
• The representative of the entity operating the activity;

It is this person who must ensure that the Safety Records exist, are complete and are updated.

4. What records are mandatory?

The law defines that, depending on the type of building and risk, there must be various types of records. The most common are:

4.1. Maintenance records

Include:

• Fire extinguishers;
• Emergency lighting;
• Fire detection systems;
• Fire doors;
• Other fire safety systems.

Each maintenance must indicate date, responsible technician, ANEPC registration number and intervention result.

4.2. Training records

Must indicate:

• Who received training;
• What content was covered;
• Hours;
• Dates and those responsible for the training.

4.3. Drill records

When mandatory, they record:

• Objectives;
• Evaluation;
• Date of execution;
• Identified improvements.

4.4. Incident records

Used to note relevant situations, such as:

• Breakdowns;
• Incidents;
• Alarm activation;
• Risk behaviors;
• Extraordinary interventions.

4.5. Internal check records

Periodic checks carried out by the person responsible or designated team on equipment, such as:

• Ventilation systems;
• Fire extinguishers;
• Emergency lighting;
• Fire detection systems.

5. Consequences of not maintaining records

Ignoring these Safety Records puts the establishment and the person responsible in a vulnerable situation. The consequences can be:

• High fines for non-compliance with RJ-SCIE;
• Temporary closure of the space;
• Civil liability in case of damage to third parties;
• Criminal liability in serious situations;
• Loss or reduction of compensation by the insurance company.

In any investigation, the absence of records equals the absence of safety measures, even if there is some informal practice.

6. How long should these records be kept?

The law states that Safety Records must be kept for at least 10 (ten) years.

This doesn't have to be difficult or complicated. The process is simple, as long as it is done regularly. The responsible person only needs to:

• Have an organized system - this is where e-MAPs® comes in;
• Update the records whenever actions are carried out;
• Keep supporting documents;
• Keep everything accessible for inspection.

The difficulty only arises when documentation accumulates or when trying to reconstruct records "from memory".

7. In summary

• Safety records are mandatory and fundamental documents to prove that a space complies with prevention and emergency rules.
• It is up to the owner or operator to ensure that these records exist, are correct and updated.
• Without records, there is no way to demonstrate compliance with obligations — and this can have serious legal and financial consequences.
• Maintaining records is simple, inexpensive and one of the main protections for people, property and the person responsible for the establishment.

Sources: Legal Framework and Technical Regulation for Fire Safety in Buildings, Technical Notes from ANEPC.