A fire in the workplace can have significant consequences. You must make sure that:

• precautions are taken to reduce the risk of a fire
• there are arrangements to protect people if a fire breaks out

A fire risk assessment will show you what needs to be in place.

You must ensure a current fire risk assessment is available for your premises. Fire Risk Assessments must be carried out in line with the Council's Fire Safety at Work Policy. Fire Risk Assessments must be recorded on the Fire Risk Assessment template.

You should only complete or review a fire risk assessment if you've done specific training. If you've not done this training, you should contact the Health, Safety and Wellbeing Team to arrange for a Fire Risk Assessment to be carried out or reviewed.

Your Fire Risk Assessment should take account of:

• workplace hazards that could cause or contribute to a fire starting
• workplace conditions that could enable a fire to spread
• fire detection and warning systems
• emergency evacuation arrangements and resources
• escape routes and whether they provide a safe exit from the building
• the availability and suitability of fire fighting equipment
• any individuals or groups who may need assistance to reach a place of safety during an emergency
• information and training

Fire risk assessments should be reviewed as often as necessary. You will ensure the fire risk assessment is reviewed if:

• there has been a significant change to the premises or any areas covered in the Fire Risk Assessment
• there has been a fire related incident
• instructed by a member of the Health, Safety and Wellbeing Team
• it has been 12 months since the Fire Risk Assessment was last reviewed
• there is any reason to suspect that the Fire Risk Assessment is no longer valid

In many cases an annual review may be adequate. Changes to the premises that could trigger a review of the Fire Risk Assessment include:

• changes of room use – an office becomes a storeroom or vice versa
• new or additional flammable materials are stored or used in the workplace
• building repairs prevent or restrict use of an escape route
• heating problems requiring the use of additional temporary portable heating
• the fire alarm system breaks down
• changes in opening times or occupancy
• new plant, machinery or work processes
• concerns are raised regarding a fire issue
• someone requires assistance to evacuate the building
• an evacuation, whether planned or unplanned, suggests the current fire risk assessment may no longer be valid

Preparation is fundamental to fire safety. The Premises Plan will provide useful information about key fire safety features and help you manage fire safety arrangements for your premises.

You will ensure:

• there is a current plan of the premises showing the current layout of the premises and its grounds. It should have all the fire safety features marked like the location of fire escape routes, fire doors, fire fighting and safety equipment, fire detection equipment and utility shutoff points. An example of what a Premises Plan might look like is available (see Example Premises Plan) along with a glossary of the symbols used (see Premises Plan Symbols).
• a copy of the plan is held somewhere that's readily accessible.
• the plan is updated following any change or alteration to the premises. The Fire Risk Assessment should also be reviewed to reflect any changes to the premises (see Fire Risk Assessment).
• the plan is reviewed at least once in a 12 month period and updated as required. The Fire Risk Assessment should also be updated if this review shows there has been changes to the premises in the last 12 months that weren't previously recorded (see Fire Risk Assessment).

Our goal is preventing a fire from happening in the first place. But if it does happen, we need to be prepared. We need to make sure the people in our premises know what to do in the event of a fire. An Emergency Fire Action Plan sets out what action to take to protect our people from fire and help minimise any damage to our property.

You are responsible for ensuring suitable arrangements are in place in the event there is a fire at your premises. You will make sure systems are in place to:

• maintain a written Emergency Fire Action Plan in line with the Council's Fire Safety at Work Policy. The plan will detail the actions to be taken in the event of a fire and the roles and responsibilities of all involved in managing the incident. A copy of the plan should be readily accessible to anyone on the premises.
• investigate fire alarm activations to reduce unnecessary callouts by the Scottish Fire & Rescue Service (see Fire Alarm Investigation) Any false alarm activation should be recorded on the Unwanted Fire Alarm Signal (UFAS) – Unplanned Event log sheet.
• have a Personal Emergency Evacuation Plan (PEEP) for anyone who could need assistance evacuating; for example, if they can't make it down a set of stairs without help or it would take them too long to reach a place of safety.
• make people aware of the emergency procedures.
• evacuate anyone who could be at higher risk during an evacuation; like disabled, elderly or young people and visitors.
• provide training for all employees especially anyone with specific roles during an evacuation.
• regularly test the emergency fire action plan.

Fire evacuation drills should be carried out at least every 6 months to:

• make sure people are familiar with the evacuation procedures
• see if the emergency fire action plan or how it works, can be improved

Things to consider for your fire evacuation drill:

• avoid the emergency services turning up by mistake. Tell the Contact Centre or whoever is responsible for making the emergency phone call, before your planned evacuation
• account for the weather. Snow, ice, thunder and lighting or torrential rain bring their own hazards which can easily be avoided. Postpone the evacuation until conditions improve
• check escape routes to make sure there's nothing that could cause an accident as people evacuate
• use volunteers to block a main escape route as if it was affected by fire so people will have to use their alternative escape route
• the Fire Marshall should be prepared to provide information to the Fire and Rescue Service as if it were an actual emergency situation
• once the evacuation is complete and people are allowed back into the building, let the Contact Centre or person(s) responsible for making the emergency phone call know it's over

It's a good idea to have a "hot wash-up" with Fire Wardens straight after any evacuation, planned or unplanned, to see if there are any lessons to be learned. Pay particular attention to:

• communication problems
• people using the wrong escape routes
• problems with fire doors or escape routes
• any unsafe behaviours; refusals to evacuate, stopping to collect personal belongings, etc
• windows and doors not being closed as people leave

Any observations and corrective actions should be recorded on the Fire Evacuation Drill – Planned Event Log Sheet.

Automatic fire alarm systems can be activated by things other than a fire, like cooking fumes, dust or aerosol sprays, faulty detectors or someone activating a manual call point accidentally. These Unwanted Fire Alarm Signals (UFAS) are disruptive and place a burden on Fire and Rescue Service resources. Your Emergency Fire Action Plan must include an investigation process to look for signs of fire before making a 999 call (see Fire Alarm Investigation).

Any UFAS should be recorded on the Unwanted Fire Alarm Signal (UFAS) – Unplanned Event log sheet.

A hot wash-up should also be carried out immediately following an unplanned evacuation and any conclusions and remedial actions recorded on the Unwanted Fire Alarm Signal (UFAS) – Unplanned Event log sheet.