Fire Department • City of New York

High Rise Unit

Reference Guide for Inspection Records and Record Books

March 22, 2013

The following reference is prepared as a guide to assist buildings in understanding the new requirements relative to the 2008 Fire Code, the Fire Department Rules of the City of New York and/or NFPA requirements.

Emergency Action Plan Log Book:

Required for any premises that is required to file a Comprehensive Fire Safety and Emergency Action Plan.

  1. The cover of the Emergency Action Plan (EAP) log book shall be a bounded book with consecutively numbered pages labeled “Emergency Action Plan Log Book” and shall indicate the original acceptance date of the EAP.
  1. The EAP log book shall be kept at the premise for a period of at least 5-years and shall be made available to any representative of the Fire Department.
  1. The EAP log book shall be provided with section tabs, indicating related pages with a brief detail of each section.
  1. Pursuant to 3RCNY Section 404-02(m) (3) (A), the EAP log book shall include a section for recording any review and amendments. This section shall indicate the review date, whether any amendments were made, what was amended and the current official status of the plan (Accepted, Conditional Acceptance etc…).
  1. The EAP Logbook shall indicate dates of scheduled onsite practical test appointments, the names of candidates and the result of the EAP onsite practical test.
  1. Pursuant to 3RCNY Section 404-02(m) (3) (A) governing EAP related events; all items must be logged as required. The location of the EAP event must be recorded in the EAP logbook. Additionally, this section can only be signed off by an EAP, Deputy EAP Director or EAP Building Evacuation Supervisor. If an EAP event is recorded by an EAP Director or Deputy, their name, certificate of fitness number and expiration date must be recorded.
  1. Pursuant to 3RCNY Section 404-02(m) (3) (B) governing EAP staff training, all items must be logged as required. Indicate the start and end time of each training session, whether it was a live or computer instruction, which staff was trained, and what floors, if applicable, were trained. The training record must be recorded by the EAP Director only. Indicate the name, certificate number and expiration date of the EAP Director.
  1. Pursuant to 3RCNY Section 404-02(m) (3) (c) governing EAP drills, all items must be logged as required. Indicate the start and end time of each EAP drill. Indicate whether the drill was live or computer instruction, who participated in the drill and what floor(s) the drill was conducted on. The drill record must be recorded by EAP Director or Deputy only. Indicate the name, certificate number and expiration date of the certificate holder.
  1. When a voluntary full building evacuation drill is conducted, indicate in the EAP logbook what floors participated. When partial floor participation takes place, indicate the percentage of the floor that participated. Where ever possible list the tenants that did not participate.
  1. Pursuant to 3RCNY Section 404-02(m) (3) (A) (4) relating to availability of EAP staff members during regular business hours as outlined in the EAP, the EAP log book shall record the date, shift, name, and certificate of fitness number of the EAP Director or Deputy on duty. During times other than regular business hours the BES will make the entries.
  • The Department will accept an attendance list separate from the EAP log book of all other EAP staff members required to be on duty during regular business hours (EAP Wardens, Brigade, etc…). This list must be kept with the EAP logbook and be available upon request.

Fire Safety Plan Log Book:

  1. The cover of the Fire Safety Plan (FSP) log book shall be a bounded book with consecutively numbered pages labeled “Fire Safety Plan Log Book” and shall indicate the address of the building.
  1. The Fire Safety plan shall be provided with section tabs, indicating related pages with a brief detail of each section.
  1. The Fire Safety Plan log book shall be kept at the premise for a period of at least 3-years and shall be made available to any representative of the Fire Department.
  1. Pursuant to 3RCNY Section 404-01(s) (3) (A), the FSP log book shall record the date, shift, name, and certificate of fitness number of the fire safety director on duty.
  1. Pursuant to 3RCNY Section 404-01(s) (3) (D), governing Fire Safety and Evacuation drills, all items specified must be logged in the book as required. Indicate the start and end time of each Fire Safety and Evacuation drill. Indicate whether the drill was live or computer instruction, who participated in the drill and what floor the drill was conducted on. The drill record must be recorded by Fire Safety Director or Deputy Fire Safety Director only. Indicate the name, certificate number and expiration date of the Fire Safety Director.
  1. Pursuant to 3RCNY Section 404-01(s) (3) (E), governing staff training, all items specified must be recorded in the log book as required. Indicate the start and end time of each training, whether it was a live or computer instruction, which staff was trained, and what floors was trained. The training record must be recorded by the Fire Safety Director or Deputy Fire Safety Director only. Indicate the name, certificate number and expiration date of the Fire Safety Director.
  1. Pursuant to 3RCNY Section 404-01(s) (3) (F), the Fire Safety Plan Logbook shall indicate dates of scheduled onsite test appointment dates, the names of candidates and the result of the onsite practical test.
  1. Pursuant to 3RCNY Section 404-01(s) (3) (G), the Fire Safety Plan log book shall include a section disclosing any review and amendments. This section shall indicate the review date, whether any amendments were made, what was amended and the current official status of the fire safety plan (Accepted, Conditional Acceptance etc…).
  1. Pursuant to 3RCNY Section 404-01(s) (3) (H), the Fire Safety Plan log book shall be recorded with the name, address, certificate of fitness, or any other license requirement of any contractor responsible for inspecting , testing, and/or maintaining the building’s fire protection system

Combined Fire Safety and Evacuation/Emergency Action Plan/Alarm Log Books:

  1. All supplementary information furnished within the subject log books combined or individual shall be consistent with information and code requirements of the 2008 Fire Code (FC) and revised Title 3 Rules of the City of New York, Volume 1. Chapters 1 through 47. Please refer to the Fire Department website for recent version.
  1. Please be advised that if you have a combined Fire Safety and Evacuation/Emergency Action Plan log book, provision shall be made to maintain the fire drills and EAP drills separately as required.
  1. The Bureau of Fire Prevention has no objection to the combining of the Alarm logbook with either an individual or combined FS/EAP Log book, provided the following is complied with:

● All items specified in 3RCNY Section 907-01 must be included in the Fire

Safety and Evacuation and /or Emergency Action Plan log book

- Exception: Duplication or redundant notations can be eliminated,

provided all required information is recorded.

● The premises must now maintain this record for 5-years.

● The premise must comply with sign in requirement governed in the Rules

related to the Fire Safety Plan log book

Photo luminescent Signs and Markings:

  • Photo luminescent signs and markings must be inspected and an annual record must be maintained on the premises and available for the Department. Department of Buildings Reference 6-1.

Smoke Detector Cleaning, Testing and Maintenance Log:

  • Premises that have smoke detectors capable of transmitting an alarm to the Fire Department via an approved central station are required to maintain a “Smoke Detector Maintenance Log Book”. This is bounded books that lists the total amount of smoke detectors, its location and maintain a record of when it was last cleaned and last tested. Refer to FC 907-20 and Title III RCNY 907-01.
  • Also refer to the Fire Department website: and look for he following:

“New Test: S-78 (Citywide); F-78 (Premise Related); C of F for Inspection, Cleaning & Testing of Smoke Detectors”

Monthly Test of Firemen’s Service Elevators:

  • All elevators that has firemen’s service capability are subject to a monthly test of Phase I and Phase II operation and records must be maintained pursuant to FC 607.5

Inspection and Testing of Fire Alarm Systems:

  • Fire Alarm systems are subject variable frequency of visual inspections by a competent person holding the following Certificate of Fitness – F-25, F-58, F-59, S-95.
  • Additionally, fire alarm systems are now subject to an annual maintenance test by a fire alarm technician holding an S-98 license for the maintenance and testing of fire alarm system. Note – The S-97 license is issued to the principal of the fire alarm company to ensure proper supervision of the staff.
  • These records must be maintained on the premise. Please refer to the Fire Department website and look for “Major change is coming for the programming, inspecting, testing & servicing of fire alarm systems”.

Portable Fire Extinguishers:

  • Portable Fire Extinguishers are required to be visually inspected once a month. This monthly (quick-check) inspection must be recorded on tag of the portable extinguisher. An annual maintenance inspection is required to be conducted by a person holding a Certificate of Fitness (F-62/W-62 license) pursuant to FC 906.2.

Sprinkler and Standpipe Systems:

  • Sprinkler and Standpipe systems are now subject to variable frequency of visual inspections by a person holding the following licenses, S-11, S12, S13, and S-14.
  • Refer to the following on the Fire Department website: “Major Changes Coming for Standpipe and Sprinkler Examinations”
  • The annual maintenance of Sprinkler and Standpipe System must be conducted by company holding Master Fire Suppression Contractor’s license and the applicable certificate of fitness referenced above.

Smoke Control Systems:

  • Smoke Control Systems such as stair pressurization systems, purge systems and/or post-fire smoke purge systems (dedicated smoke control systems) are required to be inspected and tested semi-annual (6-month) and records must be maintained on the premises. Refer to FC 909.
  • Non-Dedicated smoke control systems are required to be inspected and tested annually.

Smoke and Heat Vents:

  • Smoke and heat vents are required to be inspected and test annually pursuant to FC 910. Inspection records must be maintained on the premises and made available to Department representatives.

Emergency Power Systems:

Emergency power systemsshall be inspected and tested underload in accordance with NFPA 110 and NFPA 111. Please refer to FC 604 for further detail. Inspection records must be maintained on the premises and made available to Department representatives.

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