HSE / Compliance
Rounds happen but leave no trail
Checks are done verbally or on paper that never gets filed. When the authority asks for last quarter's records, there is nothing to show.
Fire safety management
Fire safety management with documented rounds, owners and an annual cycle
Systematic fire safety work (SBA) needs more than a folder of forms: mapped routines, one responsible role per activity, inspection rounds that leave a record, and deviations that close with proof. ModusIQ holds all four.
The problem
Fire safety fails on records, not on intent
Rounds get walked and extinguishers get checked. Proving it — and proving the deviation was closed — is where organisations fall short.
Operations Manager
Ownership is assumed, not assigned
Everyone believes someone else checks the escape routes. No role is documented as responsible, so gaps persist until an inspection finds them.
Quality Manager
Deviations stay open indefinitely
A blocked exit is noted, reported to facilities, and then disappears. No owner, no due date, no verification that it was fixed.
How ModusIQ solves it
Systematic fire safety work that produces its own evidence
01
Documented routines per activity
Inspection rounds, alarm tests, evacuation drills, hot work permits and training — each as a routine with steps, frequency and required records.
02
One responsible role per activity
Fire safety officer, floor warden, facilities and line managers get explicit responsibilities attached to roles, so turnover does not create gaps.
03
Deviations as cases with verified closure
A blocked exit or missing signage becomes a case with root cause, owner, due date and verification. Trends per building or process become visible.
04
An annual cycle you can export
Which activities are due, done or overdue across the year — exportable as a PDF report for the authority, the insurer or the board.
Before your next audit
Your fire safety documentation audit checklist
- A current fire safety policy with an assigned responsible role.
- A building and risk description covering occupancy and hazards.
- Documented routines for rounds, alarm tests, drills and hot work.
- Frequencies defined per activity, with the last and next due date visible.
- Records from every completed round, drill and technical inspection.
- Deviations logged with owner, action and verified closure.
- Training and competence records per role, including new starters.
- An annual follow-up report reviewed by management.
Free PDF
SBA Annual Cycle Checklist
A month-by-month plan for systematic fire safety work: which activities run when, who owns them and what record each one must leave. Enter your email and we'll send the PDF.
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FAQ
Questions we get asked
What is systematic fire safety work (SBA)?
Systematic fire safety work means an organisation continuously plans, documents, carries out and follows up the measures that keep a building and its occupants safe from fire — routines, inspection rounds, training, technical maintenance and deviation handling, with clear ownership.
What documentation does fire safety management require?
Typically a fire safety policy, a building and risk description, documented routines with frequencies, records from completed rounds and drills, training records, deviation and corrective action records, and an annual follow-up reviewed by management.
Who is responsible for fire safety in an organisation?
Ultimate responsibility sits with the owner and the operator of the building, but practical accountability should be documented per activity: a fire safety officer, floor wardens, facilities for technical maintenance and line managers for training. ModusIQ attaches each activity to a responsible role.
How often should inspection rounds be documented?
Frequency depends on risk and occupancy — monthly rounds are common for offices, more often for high-risk operations. What matters for compliance is that the frequency is defined, followed and recorded rather than decided ad hoc.
Can fire safety work sit in the same system as ISO 9001?
Yes, and it should. Fire safety routines are processes like any other. Running them in the same management system means one set of role owners, one deviation flow and one place to export evidence.
Related solutions
Keep reading
Fire safety is one part of a wider management system. These pages cover the rest.
Management system software
Run fire safety, quality and environment in one system with shared role ownership.
Read: Management system softwareISO 9001 software
The same structure, applied to quality management and certification audits.
Read: ISO 9001 softwareProcess mapping software
Map rounds, drills and permits as routines with steps and named owners.
Read: Process mapping softwareOr start from the beginning on the ModusIQ homepage.
Prove the work was actually done.
Book a 15-minute demo and we'll set up your fire safety annual cycle live, or try the playground with no login.