In this regular column, ‘Dr Zzeus’ Tom Brookes, MD of Zzeus Training and chairman of the FSA, answers your questions related to fire safety. In this month’s edition he provides advice to those who may be expecting a visit from a BAFE auditor at some point in the future.
Q. I have recently signed up for the BAFE SP203 Scheme for fire alarm maintenance. What can I expect from the auditor?
Firstly, do not panic about the assessment; most auditors are not coming to try to trip you up or crucify you. Their visit is to document what you do and check you meet the BS 5839-1 standard of work and comply with the BAFE SP203-1 scheme.
Hopefully, by now, you have studied the BAFE scheme document (freely available from BAFE) and are conversant with BS 5839-1:2017 (2025 version due by the end of April).
Section 6 of the standard covers maintenance, however you also need good knowledge of the rest of the standard. For example, if you’re on a maintenance visit, how would you know if the system category is an L2 if you don’t have the required design knowledge?
Here’s a few pointers to help you prepare for the process:
1. Before the audit Prepare yourself!
The auditor will let you know what items they need to see, including:
- Maintenance procedures and schedules.
- Records of recent maintenance work
- Evidence of staff training and qualifications.
Make sure your paperwork is complete, up-to-date, and easy to access.
2. What happens during the audit?
The auditor will look at several key areas to check that you’re doing everything properly. These include:
a) Maintenance processes
- Routine checks: They’ll check that you’re following the proper procedures for regular maintenance, like inspecting, testing, and cleaning fire alarm systems.
- Fixing problems: They’ll want to see how you handle faults or repairs, including how quickly you respond to urgent issues.
b) Recent work
The auditor will review a sample of your maintenance jobs, including:
- Maintenance reports: Do your records show what you checked, what you found, and what you fixed?
- Compliance: Are your checks in line with the rules, such as those in BS 5839-1?
- Client logbooks: Are these appropriately updated during visits?
c) Tools and equipment
They’ll check that your tools and testing equipment:
- Are suitable for the job.
- Have been calibrated and are in good working order.
d) Your staff
They’ll assess if your team members are qualified and trained for their roles. Expect them to ask for proof of training, qualifications, or any updates to their skills.
e) Reports and communication
The auditor will ensure you give clients clear, professional reports after maintenance visits. They’ll also check how you handle problems, recommend fixes, or suggest system upgrades.
3. Checking your records
The auditor will look at how you keep track of your work:
- Schedules: Are you maintaining systems at the correct intervals (e.g., every six months)?
- Faults/repairs: Are problems logged and fixed promptly, with clear records?
- Certificates: Are you providing proper paperwork to clients, like maintenance certificates?
4. Quality management
The auditor will check your processes for planning maintenance, dealing with complaints, and ensuring everything runs smoothly. They’ll also want to see how you improve over time, like learning from mistakes or updating your procedures.
5. Site visits
The auditor will want to see a maintenance visit or review how you recently handled one. They’ll examine how well your team follows procedures and interacts with the client.
6. Feedback after the audit
- What’s good: The auditor will tell you what you’re doing well.
- What needs fixing: They’ll point out any problems, which might be:
- Minor: Small issues you need to address but don’t stop you from passing.
- Major: Serious issues that need fixing quickly to keep your certification.
7. Once the audit is complete
If you meet all the requirements, you’ll either get or keep your BAFE SP203-1 certification for maintenance. If there are issues, you’ll need to fix them and show the auditor evidence of the changes.
Top tip: If you are not happy with something the auditor says, or you think they are wrong, ask them to show you in BS 5839-1 and/or in the BAFE scheme document; no one is infallible. It is very easy for someone (the auditor, you, or I) to miss something in the heat of the moment on a busy job. And remember variations, if you cannot fully adhere to the standard.
Do you have a question you’d like answered? Email your queries to: Tom@Zzeus.org.uk
Get more details about Zzeus Training and the range of courses on offer here
Catch up on previous ‘Dr. Zzeus Q&A’ articles here
