Fire and security systems are often viewed as compliance requirements.

A fire alarm system is installed to provide suitable detection and warning. Emergency lighting supports safe escape. Fire extinguishers provide first-aid firefighting provision. Fire doors protect escape routes and compartmentation. CCTV, access control and intruder alarms support security and asset protection.

However, these systems also have a direct relationship with insurance risk.

For building owners, landlords, responsible persons, managing agents, facilities teams and occupiers, this matters because the adequacy, maintenance and documentation of fire and security systems may be reviewed before a policy is issued, during a risk survey or after an incident.

The problem is that gaps are often discovered at the worst possible moment.

Fire and security systems as risk controls

Insurers assess risk based on the nature of the building, its use, occupancy, construction, fire protection measures, security arrangements and management controls.

Fire and security systems form part of that risk profile.

A building with appropriate fire detection, maintained emergency lighting, clear escape routes, effective compartmentation, working security systems and strong records presents a very different risk profile from premises where systems are outdated, poorly maintained or not documented.

This is why installation alone is not enough.

Systems need to remain suitable for the building as it is currently used.

The gap between installation and compliance

Many fire and security problems sit in the gap between having a system and being able to demonstrate that it is suitable, operational and maintained.

A fire alarm may have been installed correctly years ago, but the building layout may have changed. A new tenant may be using the space differently. Internal partitions may have been altered. Storage may have increased. Occupancy levels may have changed.

Those changes can affect detection coverage, sounder levels, escape routes, evacuation strategy and the suitability of the original system design.

The same applies to security systems. CCTV coverage that was adequate when a system was installed may no longer cover current risk areas. Access control may not reflect current occupancy or emergency procedures. Intruder alarms may have unresolved faults or outdated monitoring arrangements.

From an insurance perspective, these issues can become significant if they contribute to a loss or create uncertainty around risk management.

Recognised standards and competent maintenance

Fire and security systems should be managed with reference to the recognised standards relevant to the system, building and risk.

For fire alarm systems in non-domestic premises, maintenance and review should be considered in the context of BS 5839-1. Emergency lighting should be managed with reference to BS 5266-1, while portable fire extinguishers should be maintained in line with BS 5306-3.

For security systems, intruder alarm design and maintenance may also need to reflect recognised standards such as PD 6662 and BS EN 50131, depending on the system, premises and insurer requirements.

The relevant standard will depend on the installation, but the principle is consistent. Systems should be specified, installed, maintained and documented by competent people, with clear records available when needed.

What insurers may look for after an incident

The exact position will always depend on the policy wording and the circumstances of the incident. However, after a fire, break-in or other loss, insurers may request evidence relating to the systems that were in place.

This may include:

• Fire alarm service records
• Weekly fire alarm test logs
• Emergency lighting test records
• Extinguisher servicing certificates
• Fire door inspection reports
• Fault reports and rectification records
• CCTV maintenance information
• Intruder alarm service records
• Access control maintenance records
• Monitoring agreements
• Evidence that remedial actions were completed

The question is not simply whether the system existed.

It is whether it was appropriate, operational, maintained and evidenced.

Fire alarm systems and maintenance records

A fire alarm system is only an effective control if it is suitable for the premises and maintained properly.

Responsible persons should be able to show evidence of routine testing, periodic servicing, fault management and remedial action. Where faults have been identified, there should be a clear record of what was found, what risk it created and how it was resolved.

An unresolved fire alarm fault may not only create a compliance concern. It may also raise questions about whether the premises were being managed in line with reasonable expectations.

If a building has changed since the system was designed, the responsible person should also consider whether the alarm category and detection coverage remain appropriate.

Emergency lighting and escape provision

Emergency lighting is another area where documentation is often weak.

If normal lighting fails during a fire or other emergency, emergency lighting supports safe movement along escape routes, at exits, near changes of level and around key safety equipment.

Testing and maintenance records are therefore important.

If emergency lighting has not been tested, if defects have not been addressed or if changes to the building layout have affected escape routes, the responsible person may struggle to demonstrate that escape provision was properly maintained.

CCTV, access control and intruder alarms

Security systems can also become relevant in an insurance context.

CCTV may provide evidence after an incident, but only if it is recording correctly, positioned appropriately and maintained. Access control may help manage unauthorised entry, but only if permissions are current and the system supports emergency response. Intruder alarms may reduce risk, but only if they are serviced, monitored where required and operational when needed.

A security system that has not been maintained or is not functioning correctly may create difficulty after a claim.

Again, the issue is evidence.

Can the responsible person or building manager show that the system was being actively managed?

Policy conditions and risk surveys

Some insurance policies include specific conditions relating to fire and security systems.

These may require certain systems to be installed, maintained, monitored or inspected. A risk survey may also identify requirements or recommendations that need to be acted upon.

It is important that responsible persons understand these conditions and check that they align with the actual systems in the building.

A gap between policy requirements and site reality can create avoidable exposure.

The role of documentation

Documentation is not simply administration.

It forms part of the evidence chain.

A well-maintained logbook, current service records, clear fault history and completed remedial action tracker all help show that fire and security systems are being managed properly.

Without that evidence, it becomes more difficult to demonstrate compliance, even where work has been carried out.

For property portfolios, multi-site operators and managed buildings, centralised records are particularly important. If documents are held by multiple contractors, tenants or site teams, they may be difficult to produce when needed.

Review before a claim

The worst time to identify a gap in fire or security compliance is after an incident.

At that stage, the focus is no longer on prevention. It is on evidence, liability and recovery.

A proactive review can help identify whether fire and security systems are suitable, whether maintenance records are complete, whether faults have been resolved and whether insurance requirements are being met.

This should include reviewing system suitability, maintenance arrangements, testing routines, contractor reports, action logs and policy conditions.

Managing risk properly

Fire and security systems are not passive assets.

They are active risk controls that need to be specified, maintained, tested, reviewed and documented.

For responsible persons and building managers, the aim should be to create a position where compliance can be demonstrated clearly if challenged.

New Path group companies provide fire alarm installation and maintenance, fire risk assessments, emergency lighting, fire extinguisher servicing, fire door support, CCTV, access control, intruder alarms and wider fire and security services across Southern England.

To review your fire and security systems, contact New Path or your local group company directly.

Get in touch today:

02380 269 833 | [email protected]