Fire safety procedures in the workplace

Responsibilities of fire marshals may be different between one workplace and another,
and tasks may be split up between team of fire marshals in the workplace. But routine
fire marshal responsibilities may include:

Fire doors and escape routes

 Ensure fire doors are shut (and not locked) at all times and surrounding areas cleared of
clutter.
 Ensure all fire exit doors open easily without the use of a key and are not obstructed on
the outside.
 Ensure external security shutters/gates are not blocking the means of escape.
 Ensure all escape routes are free from obstruction.
 Ensure that fire/smoke doors are not wedged open.

Signage

 Ensure fire exit signs are fit for purpose, are in good condition, and are visible and
illuminated.
 Check the correct signage placards are next to extinguishers and firefighting
equipment.
 Ensure accurate floor plans and action notices are clearly displayed where appropriate.
 Oxygen/gas cylinders and some chemicals may also require safety labelling/signage to
indicate they may pose a risk e.g., flammable.

Equipment

 Ensure firefighting equipment is stored correctly and is easily accessible.

 Check fire extinguishers are in date and sealed with the locking pin in place and the
pressure gauge is within the green area. They should be on brackets or special stands
and not removed to another location.
 Check fire blankets are in date and stored correctly.
 Ensure all fire systems and equipment are regularly maintained and checked e.g.,
alarms, extinguishers, electrical circuits, hose reels etc.
 Ensure smoke detectors and sprinkler systems are not blocked.
 Ensure emergency lighting is maintained and checked.

Combustibles

 Ensure the outside of the building is checked for anything combustible close to the
building as this could be used for arson.
 Check combustible materials are not stored in a location that could ignite them, or in
large quantities, which may make the fire spread or become unmanageable quickly –
especially wheelie bins used for waste.
 Reporting

 Ensure fire risk assessments have been carried out and discrepancies relating to fire
safety are reported to management.
 Ensure fire safety records (fire safety and maintenance log) are completed to record
when alarms have been tested, fire drills have been completed, and any maintenance
or training that has taken place.

New hazards

 Ensure they are aware of any new workplace fire hazards e.g., contractors working
within an area.

Checklist Item #1: Clear Paths of Egress

The fire marshal will look closely at the paths of egress at your premises, and
whether these are blocked or obstructed in any way. Having multiple exits in
the event of a fire will increase the likelihood that everyone is able to get out
safely, and it is required by fire code. Yet, if your staff or customers can't
reach these exits or open them once they do, they are of little value.

The fire marshal will check to see that you have:

1. A path which is at least 36 inches wide that leads to every exit door.
2. Exit doors which can be opened easily and which are unlocked.
3. If your facility has fire doors, that these can close without obstruction
and are not propped open with anything that could prevent them from
closing.

Checklist Item #2: Emergency Exit Lights

Not only are all paths of egress required to be unobstructed, they must be
clearly marked as well. In the event of a fire, your facility may lose power or
visibility may be severely reduced due to heavy smoke. For these reasons, all
exit signs should have backup batteries, so they will still be clearly
illuminated for a minimum of 90 minutes in the event of a fire or power outage.
Many of these units have emergency lights on top as well, to further increase
the available light and make exits even more visible. The fire marshal will test
to see that all of these bulbs are working and that they have functioning
batteries.

Checklist Item #3: Fire Extinguishers

Designed to give any staff at your business the means to put out a small fire
on their own, fire extinguishers can be a godsend. They may allow you to stop
a small fire before it grows larger, avoiding widespread damage to your
business and injuries to your staff or customers. For these reasons, the fire
marshal will pay special attention to these units, to verify that they are in
compliance. They will check to see that:

1. The minimum required numbers of extinguishers are present – having a

fire extinguisher within 75 feet of travel distance from any place in your
facility is required in typical office settings. *These requirements may
change depending on the environment.
2. The extinguishers are the correct type to combat the fire hazards which
are present at your business.
3. These are the required size; Extinguishers must be at least a 2A-10BC
size rating.
4. Your extinguishers have been serviced within the past 12 months,
all required inspections have taken place and the service tag is in
place and updated.
5. All extinguishers are mounted on the wall securely or in an approved
cabinet.
6. These units are not obstructed in any way.
7. The top of any extinguisher which is 40 pounds or lighter is not higher
than 5 feet from the floor. For extinguishers heavier than 40 pounds, the
top of the unit should be no higher than 3.5 feet from the floor. All
extinguishers must have at least 4 inches of space from the bottom of
the unit to the ground.

Checklist Item #4: Fire Alarm Panels

The panel is responsible for controlling the system of fire alarms present at
your facility. The fire marshal will inspect the fire alarm panel, to ensure that
the annually required fire alarm maintenance and inspection by qualified
personnel has taken place and is documented. To ensure that you don't
receive a citation, be sure that your inspection tags are up to date and that no
warning lights are illuminated on your panel. A warning light will result in an
automatic citation, so it is best to simply fix the problem in advance of the fire
marshal's visit if one is currently present.

Checklist Item #5: Fire Sprinklers

If your facility has a fire sprinkler system in place, this will be carefully
inspected by the fire marshal. When preparing for an inspection, know that the
fire marshal will check to see if there is adequate clearance around each
sprinkler deflector. This ensures that the water will be able to disperse
without obstruction, and it is required by fire code. A common code violation is
storing boxes or other items too high or having large furniture or shelving units
placed in close proximity to the sprinkler head. According to NFPA 25, in most
cases there must be at least 18 inches of clearance around each sprinkler
deflector to comply with regulations. In addition, the fire marshal will check
that the required annual inspection of your fire sprinklers has been
carried out by qualified personnel and documented.

Checklist Item #6: Fire Sprinkler System Water Supply

For this system to function correctly, not only must the sprinkler deflectors
have the proper clearance, the water must flow as it should when called upon
to extinguish a fire. The fire marshal will examine the critical components of
the sprinkler system water supply, to determine that they are in good working
order. These include the valves, hose connections and fire department
connections. The fire marshal will also look for signs of leakage, physical
damage, corrosion or obstruction by foreign materials or paint.

Checklist Item #7: Proper Storage of Combustible Liquids

Combustible materials and liquids represent a special fire hazard and must be
treated accordingly. These will provide fuel to any fire and they pose a
significant risk to your facility, including explosion potential, so proper
measures must be taken at all times. They should be stored in a fireproof
cabinet, to minimize the risk of a conflagration and the accompanying property
damage or personal injury it can cause.

Checklist Item #8: Maximum Occupancy Limits

Your building has a maximum occupancy limit which has been put in place for
a reason. If a fire were to occur, this is the number of people who could safely
evacuate the premises in a timely fashion. Therefore, exceeding the maximum
allowable occupancy poses a serious risk, and you will receive a citation if you
break this threshold. Different types of structures used for different purposes
(business, healthcare, assembly, education, etc) have specific occupancy
requirements which you must meet to pass your inspection. Refer to NFPA
101 6.1 for more information.

Checklist Item #9: Overloading Electrical Sockets & Using Extension

Cords Correctly
Related to overcrowding of your facility, overloading any electrical sockets is
a clear fire code violation. You may not plug too many items into a single
socket, by using multiple power strips in the same location or improper multi-
plug adapters. Plugging two or more extension cords together to extend the
reach of the power in your facility, will also be cited during a fire marshal's
inspection. It is prohibited to use extension cords in lieu of permanent wiring.

Checklist Item #10: Electrical Panels

Since getting to the electrical panels in your building may be required for
regular maintenance or any upgrades, or to run additional wiring through the
building, they must be unobstructed and accessible at all times. Also, since
electrical panels have live current running through them, any potentially
flammable items (like cardboard boxes stored too close to the panel) must be
far enough away to avoid fire risk. In most cases you're required to leave 3
feet of clearance in front of the panel, to provide sufficient working space and
to lessen fire risk.

Get Professional Assistance

While going through the above checklist on a regular basis is an excellent way
to keep your business or facility in compliance with the fire code, it is easy to
miss required items. The fire code is detailed and is constantly being updated
– making it difficult for you to keep up with the necessary changes. Also, you
are required to have regular inspections by qualified personnel of various fire
protection measures like your fire sprinkler, fire extinguishers and fire alarm
systems, and these cannot be performed on your own. For all of these
reasons, having a respected fire protection and service company perform
regular inspections is the best option. This will ensure that you avoid costly
fire code violations and your property and staff are properly protected at all
times.

1. CHECK FIRE EXTINGUISHERS

There are a few important key questions to keep in mind in regards to your fire
extinguishers.

First of all, you need to make sure that your fire extinguishers have been inspected and
that the inspections have been documented and any issues noted have been
addressed. Just by glancing at the fire extinguisher, the seal should be intact and the
pressure (if available) should show that it is within the correct range for use.
Next, ensure that your extinguishers are clearly visible and mounted in the correct
locations. Examples of good places to mount extinguishers include kitchens/break
areas, and near any combustible material.

Fire codes require where and how fire extinguishers should be mounted, as well as
what types of occupancy are required to mount them. Make sure you know what is
required for your area and type of occupancy.

Another best practice is to review fire extinguisher use with your employees and other
occupants of your building.

2. SPRINKLER SYSTEMS INSPECTION

It is important that the inspections are up to date with your sprinkler system and that
these inspections have been documented and are easily accessible when the fire
marshal arrives. Have them labeled, organized, and readily accessible in advance of
their visit.

If you know when the fire marshal is coming, walk around and check your sprinkler
heads, take a glance at the valves and control devices, and determine if all looks as it
should. You are not the expert but it doesn’t hurt to look for noticeable issues.

What kinds of issues?

The National Fire Protection Association has a helpful guide of fire safety requirements
that can answer some of your questions about what you should look for in your
sprinklers.

3. FIRE ALARM SYSTEM TESTS

As with the sprinkler system, it is important that your fire alarm is tested on a regular
basis.
Make sure to speak with your fire marshal to determine with what regularity your
system is in need of a test. During testing, make sure to keep all documentation of the
inspections and be sure to fix any noted issues that arose during the inspection.

Also outside of inspections, you should test your system regularly and ask
your monitoring company for documentation that shows the date that you tested your
system.

Take a look at your hardwired fire alarm system. Make sure it’s properly programmed to
connect with your electrical system. Check for dust and cobwebs that might interfere
with your system’s operation by making it less sensitive, and clear them away.

4. KNOX BOXES AND OT HER ITEMS

Any commercial building should have a Knox Box mounted on the side of the building.

This is a small box that contains a key or keys that will give the fire department access
to every door in your building. If you do not have a Knox Box currently, contact your
local fire department. Additionally, as part of your organization’s fire safety plan, make
sure employees are aware of the Knox Box’s location so that they can direct firefighters
to it in the event of a fire emergency.

Also take care as you walk through your building in preparation for the fire marshal’s
visit that all exits, and doorways are clear of debris and ready for use in case of an
emergency.

DEVELOP A FIRE SAFET Y PLAN

If your organization doesn’t already have one, put together a fire safety plan. When the
fire marshal visits, invite them to review your plan and provide feedback, suggestions,
and recommendations to make the plan as effective as possible.
Once you’ve got your plan, put it in a place that is accessible to all employees, review
the plan with the members of your organization or who work in your building, and
conduct occasional drills.

Understanding Fire Marshal Inspections

A Fire Marshal, often a key figure within the fire department, is primarily responsible for
enforcing fire safety regulations within their jurisdiction. They conduct routine
inspections of businesses and residential buildings to ensure these establishments
comply with local and national fire codes. The role of a Fire Marshal extends beyond
inspections, encompassing fire investigations, public fire safety education, and the
review of building plans for compliance with fire safety design standards.

Fire safety regulations and standards are binding guidelines that dictate the measures
necessary for preventing and managing fires within various establishments. These rules
encompass aspects such as building design and construction, fire detection and
suppression systems, and emergency exit routes.

1. NFPA 101: The Life Safety Code is a widely recognized set of safety requirements that
addresses a broad range of issues, including fire safety, building design, and emergency
evacuation procedures.
2. NFPA 1: The Fire Code focuses specifically on fire prevention, fire protection systems,
and the safe storage and handling of hazardous materials.
3. The International Building Code (IBC) is a comprehensive set of regulations that
govern building design, construction, and maintenance. It includes provisions for fire
safety, structural integrity, accessibility, and more.
4. The International Fire Code (IFC) provides specific regulations for fire prevention, fire
protection systems, and emergency planning and preparedness.
5. OSHA’s Fire Safety Standards are guidelines established by the Occupational Safety
and Health Administration to ensure workplace safety and protect employees from fire
hazards. These standards cover various aspects of fire safety, including fire prevention,
emergency evacuation procedures, and the proper use of fire extinguishers.

Fire Marshal Inspections are typically conducted annually, but this may vary based on
local rules or the type of establishment. These inspections aim to ensure that
businesses and other properties adhere to all relevant fire safety regulations, thereby
reducing the risk of fire incidents. These inspections also serve to educate property
owners and occupants about fire safety, helping them understand their role in
maintaining a safe environment.

Components of a Fire Marshal Inspection Checklist

A Fire Marshal Inspection Checklist encompasses several critical components that
directly impact fire safety. Each element on the checklist requires careful attention and
maintenance to ensure a safe and fire-compliant environment. Let’s delve into these key
components and understand how they contribute to the overall fire safety of an
establishment.

Fire Exits and Evacuation Routes

Fire exits and evacuation routes are of utmost importance in ensuring the safety and
swift departure from the building during a fire emergency. These exits should be marked
with visible signage, unobstructed by any objects, and wide enough to accommodate
the safe passage of all occupants. Regular drills and training sessions should be
conducted to familiarize everyone with these designated routes and emergency
procedures, ensuring a well-prepared and efficient response in case of any fire
incidents.

Fire Alarm Systems

Fire alarm systems are crucial in early detection and rapid response to fire incidents.
These systems should be meticulously installed and diligently maintained to ensure
their effectiveness. Regular testing is imperative to verify their functionality and
reliability. Additionally, it is essential to have the system easily accessible and
conveniently located for swift activation during emergencies.

Fire Extinguishers and Their Maintenance

Fire extinguishers are essential fire fighting equipment for ensuring safety in buildings.
To maximize their effectiveness, they should be easily accessible and clearly marked
and undergo regular inspections to ensure operational readiness.

It’s critical to select the appropriate type of extinguisher based on the potential fire risks
in the building. This includes considering the class of fire they are designed to
extinguish, such as Class A for ordinary combustibles, Class B for flammable liquids, or
Class C for electrical fires. Providing the correct type of extinguisher and maintaining
them properly can enhance fire safety and protect lives and property.

Emergency Lighting

Emergency lighting is crucial in providing illumination for exit pathways when the main
power supply is disrupted during a fire incident. It is of utmost importance to regularly
test the emergency lighting system to ensure its effective operation during power
outages and to ensure the safety of individuals in such situations. Regular testing helps
identify and address potential issues, ensuring that this critical safety feature is always
reliable and ready to guide people to safety.
Electrical Systems and Wiring

Faulty electrical systems and wiring are common causes of fire incidents. It is crucial to
conduct regular inspections to identify and rectify any potential hazards. These may
include overloaded circuits, exposed wiring, improper use of extension cords, or
outdated electrical equipment. By addressing these issues promptly, we can
significantly reduce the risk of fire and ensure the safety of our surroundings.

Flammable Materials Storage

To prevent fire hazards, it is crucial to store flammable materials safely and in

compliance with regulations. These materials should be stored in a well-ventilated
designated area and away from any potential ignition sources. It is also essential to
have clear signage indicating the flammability of these materials to ensure proper
handling and awareness. By following these precautions, the risk of fire can be
significantly reduced.

Heating and Ventilation Systems

Heating and ventilation systems play a crucial role in maintaining indoor air quality and
comfort. However, if not properly maintained, they can pose a potential risk of spreading
fire and smoke. Regular inspections and thorough cleaning are essential to prevent the
accumulation of dust, debris, and flammable residues in these systems, ensuring the
safety of occupants and preventing any potential hazards.

Housekeeping and Clutter Control

Good housekeeping practices are crucial in ensuring fire safety. By keeping workspaces
clean and organized, we can minimize the risk of fire incidents. Clutter should be
regularly removed to prevent obstructions in exit routes. Additionally, maintaining clear
access to firefighting equipment is vital in emergencies. Let’s prioritize fire safety by
adopting these practices in our daily routines.

Importance of Regular Fire Marshal Inspections

Fire Marshal Inspections are not just a regulatory requirement but a lifesaving practice
that benefits businesses and occupants alike. They are a proactive approach to
preventing fire hazards, ensuring compliance with local fire codes, protecting occupants
and property, and reducing potential legal liabilities. Let’s explore these key outcomes of
regular fire inspections in more detail.
Prevention of Fire Hazards

Preventing fire hazards is one of the primary benefits of regular Fire Marshal
Inspections. These inspections identify potential risks such as faulty wiring, improperly
stored flammable materials, obstructed fire exits, or poorly maintained firefighting
equipment. By addressing these issues promptly, businesses can significantly minimize
the risk of fire incidents, providing a safer environment for occupants and protecting
valuable property.

Compliance with Local Fire Codes and Regulations

Fire Marshal Inspections ensure that businesses comply with local fire codes and
regulations. These regulations are designed to maintain a high fire safety standard, and
non-compliance can lead to hefty fines or even business closure. Regular inspections
help businesses stay abreast of any changes in regulations and ensure that all
firefighting equipment, evacuation routes, and safety procedures are up to date and
meet the specified standards.

Protection of Occupants and Property

The safety of occupants and the protection of property are paramount in any
establishment. Regular Fire Marshal Inspections play a vital role in ensuring this. By
checking the functionality of fire alarms, the accessibility of fire extinguishers, the clarity
of evacuation routes, and the readiness of emergency lighting, these inspections ensure
that occupants can evacuate quickly and safely in the event of a fire, minimizing harm to
individuals and damage to property.

Reduction of Potential Legal Liabilities

Businesses can significantly reduce their legal liabilities by ensuring compliance with fire
safety regulations and preventing fire hazards. In the event of a fire, businesses that fail
to comply with fire safety standards could face legal action, which could result in
damages that far exceed the cost of maintaining fire safety. Regular Fire Marshal
Inspections protect businesses from such liabilities, demonstrating a commitment to
safety and a proactive approach to risk management.

How to Prepare for a Fire Marshal Inspection

Preparing for a Fire Marshal Inspection involves a multi-faceted approach, requiring
careful planning, engaged personnel, and diligent record-keeping. By conducting
regular self-inspections, training employees, maintaining updated records, and promptly
correcting any identified issues, a business can ensure it is ready for any inspection.
Let’s delve into these key strategies in more detail.
Conducting Regular Self-Inspections

Implementing a routine of regular self-inspections is crucial in identifying and mitigating

fire hazards. This involves developing a fire marshal inspection checklist, which
emulates the same checklist used by professional fire marshals. Inspect all areas of the
premises for potential fire risks, such as blocked fire exits, improperly stored flammable
materials, and faulty wiring.

Remember to check the functionality of fire safety equipment such as alarms,

extinguishers, and emergency lighting. Doing this lets you identify and correct fire safety
issues before the Fire Marshal’s visit.

Training Employees on Fire Safety Measures

Training employees on fire safety measures is essential to preparing for a Fire Marshal
Inspection. Employees should know basic fire safety protocols, learn how to use fire-
extinguishing equipment, and understand the evacuation procedures. Regular fire drills
can help familiarize employees with evacuation routes and procedures.

Moreover, specialized training should be provided to your organization’s designated fire

wardens or marshals. Employee training ensures safety and demonstrates to the Fire
Marshal that your business takes fire safety seriously.

Keeping Documentation and Records Up to Date

Maintaining comprehensive and up-to-date documentation is crucial to Fire Marshal

Inspection preparedness. This includes records of all previous inspections, fire drills, fire
safety training sessions, and maintenance activities for fire safety equipment.

Equally important are documents detailing the storage and handling procedures of any
flammable materials on the premises. Presenting an organized set of records to the Fire
Marshal indicates a well-managed, regulatory-compliant business.

Addressing and Correcting Identified Issues Promptly

Identifying potential fire hazards during self-inspections is only the first step. Any issues
identified must be addressed and corrected promptly. This could involve repairing faulty
electrical systems, clearing blocked fire exits, or replacing outdated fire safety
equipment.

By proactively addressing these issues, you improve your business’s safety conditions
and demonstrate your commitment to fire safety during the Fire Marshal Inspection.
Remember that delays in addressing safety concerns could result in penalties during
the inspection.