Why digitize your fire safety register and its signature?

Are you also looking to digitize the signature process for your fire safety log, but have questions about the regulations? In this article, we will review the fire safety log and then focus on the regulations governing digital safety logs and electronic signatures. Once we have established the regulatory framework, we will explain how using a solution like the one offered by Deemply will simplify daily life for you and your service providers.

The regulatory framework for the fire safety log

Legal obligations regarding the fire safety log

The fire safety log is a legal requirement for several types of establishments. Indeed, the law mandates through various texts the creation and maintenance of a fire safety log. The texts governing this obligation are as follows:

• For public-access buildings (ERP), high-rise buildings (IGH), and residential buildings, the Construction and Housing Code mandates the possession of a fire safety log. To check your obligations if you fall into one of these categories, please consult Article R143-44.
• For workplaces (ERT), it is mandatory to follow the Labor Code and its Article L4711-5.

For all the types of establishments mentioned above, implementing a fire safety log is essential to:

• Track maintenance for all safety installations.
• Certify the preventive and corrective actions that have been carried out.
• Provide proof in the event of an inspection or incident of building compliance.

Legal consequences of poor log maintenance

As with all French laws, failure to comply with them exposes you to sanctions. If you do not have a fire safety log, if it is not updated, or if it is non-compliant despite being subject to the regulatory requirement, you risk:

• Being held legally liable in the event of an incident, which means you face criminal penalties that can include imprisonment.
• Having your establishment closed immediately until the fire safety log is brought into compliance.

Given these consequences, which can be disastrous for a facility manager or safety officer, it is legitimate to ask whether solutions exist to simplify the maintenance and compliance of the fire safety log. This is where the digital fire safety log and its electronic signature come in.

Digitizing your safety register: a reliable and compliant tool

The legitimacy of the digital register

The first question we are often asked after presenting our Deemply solution is: "Is it legal?" The answer is yes! In 2002, more than 20 years ago, the Central Safety Commission validated the use of digitized safety registers. To be valid, they must meet certain obligations that are shared with paper safety registers. Namely:

• Regulatory compliance with the various legal requirements depending on the type of facility.
• Accessibility: the document must be printable and accessible at all times.
• They must include an electronic signature to certify the accuracy of the information contained within.

The legal value of the electronic signature

In accordance with Law No. 2000-230 of March 13, 2000, an electronic document has the same evidentiary value as a paper document. This means that:

• The electronic signature provides traceability during the drafting and signing of documents.
• It legally binds the operator or safety manager in the event of an incident or accident.

Unique features to simplify maintaining your safety register

By choosing to trust Deemply, you will simplify your daily routine. Our innovative features allow you to:

• Electronically sign service reports. This can be done by you or your contractors, and you have the option to upload reports.
• Manage all observations issued by your contractors. You can extract them in two clicks, then create work requests to resolve any identified issues and carry out necessary repairs.
• Prepare for safety commission inspections with peace of mind. You can download a summary for your buildings to get a clear, real-time view of the state of your facilities, allowing you to take necessary action if needed. Since this summary is a clickable PDF, you can also send it to safety commission members in advance.
• Follow up on all recommendations issued after a safety commission inspection. Just like with observations, you can create tasks to resolve the identified issues.
• Manage and track all mandatory employee training. You can upload all training certificates and generate your employees' prevention passports if needed.

All these features, and everything else included in the Deemply solution, are part of a comprehensive approach that enables centralized management of real-time information. They also make all data accessible from anywhere with an internet connection.

Discover the safety register module

Conclusion: Why adopt a digital safety register?

In short, a digital safety register with electronic signatures allows you to:

• Increased efficiency: By reducing manual and administrative tasks that are often prone to errors.
• Enhanced security: The register is kept up to date, ensuring everyone on the premises is protected by effective safety measures in the event of an incident or accident.
• Regulatory compliance: All legal and regulatory requirements are met.
• Total accessibility: All information can be accessed from anywhere, 24/7.

To learn more about our digital safety register, visit our dedicated page.

Explore the entire Deemply ecosystem

Schedule your personalized demo with our team and don't let the unexpected compromise the safety of your facilities.

Request a demo