Fire, Risk, Health & Safety
Policy Document and Emergency/Incident Management
Complying with Fire Order 2005, Fire Safety Law 2006.
In preparing your FRHS policy document, it is essential to understand that the Disability
Discrimination and Disability Equality Duty Acts and Health & Safety Laws have a
direct bearing on what must be done to meet the requirements of the various acts.
To become compliant it will be necessary for owner(s), tenants and sub-letters to
coordinate and cooperate in order to define their respective responsibilities to
fully comply with the Acts The agreement should be written in a ‘Fire Risk Policy
Document and Emergency Plan’ where the fire safety management requirements are agreed
to and the division of responsibility stated in full.
The legal responsibility for ensuring compliance with fire safety and related legislation
lies with the management board as the ‘employing authority’, where it is in ‘control
of a workplace’ or is the ‘occupier of premises’. Whereas specific responsibilities
may fall solely on the management board of the premises they may be shared jointly
with the owner/s of the building and other tenants in shared premises. It squarely
puts the onus on those caught by the definition ‘Responsible Person’ who can be the
owner or, in a workplace, is normally the employer, but others can also fall within
this definition. Although enforcement is the duty of the Fire & Rescue Service and
Health Safety Executive, these agencies are not enabled to carry out risk assessments,
but are statutorily obliged to give safety advice when they consider it reasonable
to do so. Guidance provided by Central Government and that given by competent qualified
fire safety specialists must be taken, and a constant diligent approach towards fire
prevention and emergency response, and proactive measures must be in place, monitored
The points under outline some of the main requirements that must be put in place:-
· Employers are required to conduct a fire and risk survey and produce a Fire/risk
Management Policy Document, organise, plan and implement and review it regularly.
· Employers must appoint one or more competent ‘Responsible Persons’, depending on
the size and use of your premises, to carry out any of the preventive and protective
measures required by legislation (A competent person is someone with enough training,
knowledge and experience, and other qualities to be able to implement these measures
· Employers must inform non-employees, such as residents, temporary or contract workers
of the relevant risks to them, and provide them with information about who are the
nominated ‘Responsible Persons’, and about the fire safety procedures for the premises.
· Employers must cooperate and coordinate with other ‘Responsible Persons’ who also
have premises in the building, inform them of any significant risks that are found
and how they seek to reduce/control those risks which might affect the safety of
· Employers must provide the employer or any person from an outside organisation
who is working in your premises with clear and relevant information on the risks
to those employees and the preventive and protective measures taken. They must also
provide those employees with appropriate instructions and relevant information about
the risks to them – If you are not the employer but have any control of premises
which contain more than one workplace, you are also responsible for ensuring that
the requirements of the Order are complied with in those parts over which you have
Employers must where appropriate, ‘personal emergency escape plans’ must be put in
place for incapacitated and vulnerably impaired people, and staff trained in appropriate
methods of evacuation
Employers must consider the presence of any dangerous substances and the risk this
presents to relevant persons from fire.
Employers must establish a suitable means of contacting the emergency services and
provide them with any relevant information about dangerous substances
Employers must provide appropriate information, instruction and training to employees,
during their normal working hours, about the fire precautions in their workplace;
from when they start working, and from time to time throughout the period of their
Employers must ensure that the premises and any equipment provided in connection
with fire fighting, fire detection and warning, or emergency routes and exits are
covered by a suitable system of maintenance and are maintained by a competent person
in an efficient state, in efficient working order and in good repair.
Employers must consult elected representatives about nominating people to carry out
particular roles in connection with fire/risk/health/safety and about proposals for
This list is not exhaustive and a comprehensive approach must be undertaken to ensure
compliance with the various acts.
Where there is no ‘competent’ person within an organisation, the Order requires the
appointment of one or more competent persons to assist in undertaking the preventive
and protective measures.
Your policy document must state the names of the appointed ‘Responsible Person(s)’
and include their individual areas of responsibility. This is necessary to ensure
that the appropriate fire risk assessments are underwritten and that a quality management
system can be implemented, performance monitored and audited, and the plan revised