A fire safety file is a mandatory set of documents proving that a facility's fire safety measures are actually being maintained — not just on paper when the building was first put into use, but throughout its entire operating life.
Legal basis
The requirement comes from Regulation № 8121з-647 of 1 October 2014 on the rules and norms for fire safety during the operation of facilities. It applies to all facilities regardless of ownership type, and specifically governs the active operating period — unlike other regulations that cover construction-technical requirements at the design and construction stage.
Who is responsible
Responsibility for the file rests with the owner or manager of the facility. The file is kept on site and must be accessible and up to date at all times — during an inspection, a missing or incomplete file is treated as a violation regardless of whether the building's technical systems are actually functioning correctly.
What it typically contains
- Documentation proving the fire safety systems in place are installed and maintained
- Records of inspections and tests carried out
- Orders establishing the facility's fire safety organization and responsible persons
- Staff training records
- Data on the facility's evacuation plans
Why it's easier to outsource
The file isn't a one-time document — it needs updating with every change to the building, staff, or systems. In practice, most of the calls we receive are exactly because the file was left unmaintained for years and needs urgent cleanup ahead of a scheduled inspection.
We prepare and maintain the fire safety file for our clients on an ongoing basis, so you're ready for inspection at any time without having to think about it.