40.1 Commentary

a) Documentation Responsibility: Ensure all necessary records and documentation are provided to the user or purchaser. This responsibility might involve multiple organizations and should be defined before placing the system order.

b) Commissioning Checks: At commissioning, confirm that documentation is either provided or identify any missing documents for follow-up.

c) Importance of Drawings and Manuals: Emphasize the accuracy and completeness of as-fitted drawings and operation and maintenance manuals. These are crucial for effective system maintenance and future modifications.

40.1 Recommendations

1. Certificates: Design, installation, and commissioning certificates (see Clause 41).

NOTE 1 The organization to which each form of documentation is provided needs to be defined in any contract for design, supply, installation and commissioning of the system.

2. Operation and Maintenance Manual: Must include:

● Detector types, selection, and configuration.

● Equipment details, including radio-linked data.

● Control usage instructions.

● Procedures for post-incident investigation and false alarm management.

● Routine testing and maintenance guidelines.

● Avoidance of false alarms and maintenance of detector clarity.

● User responsibilities and impact of building changes.

NOTE 2 This is not intended to be the emergency or evacuation plan, which is the responsibility of the occupant.

3. As-Fitted Drawings: Must show:

● Locations of control, indicating, and power equipment.

● Positions of call points, detectors, and alarm devices.

● Equipment needing routine attention or replacement.

● Cable types, sizes, and routes.

NOTE 3 The cable routes shown need to comprise a reasonable representation of the route followed, such as to enable a competent person to locate the cable in the event of a fault or need for modification or extension of the system; a simple schematic showing the sequence in which devices are wired is unlikely to satisfy this recommendation, other than in small, simple systems.

NOTE 4 In the case of extensions or alterations, existing as-fitted drawings need to be updated.

4. Logbook: For recording fire alarms, faults, tests, and maintenance (see Clause 48).

NOTE 5 A model format for a logbook is given in Annex F.

5. Record of Design Variations: Document any deviations from the original design specification.

6. Other Records: As required by purchase specifications, such as insulation resistance or commissioning records.

40. Documentation