Digitized accessibility register: obligations and benefits for public-access buildings

Public-access buildings, also known as ERPs, play an essential role in society by offering various services accessible to everyone. Accessibility for these establishments is a legal requirement in France. It aims to ensure the inclusion of people with disabilities.

Among the obligations imposed on ERPs is the maintenance of a public accessibility register. With the digital evolution, digitizing this register offers numerous advantages. In this article, we will explore in depth the nature of ERPs, the legal framework governing the accessibility register, the benefits of its digitization, and the Deemply solution.

Understanding Public-Access Buildings (ERPs)

Public-access buildings are defined by the Construction and Housing Code (CCH) as buildings, premises, or enclosures where outside individuals are admitted. This access can occur in various ways. The establishment may be accessible for free, openly, with restrictions, by invitation, or upon payment of an entry fee. ERPs include several categories of structures, namely:

• Retail businesses, which include shops, shopping centers, and supermarkets.
• Healthcare facilities, including hospitals, clinics, and medical offices.
• Educational institutions, which include schools, middle schools, high schools, and universities.
• Places of worship.
• Cultural establishments, including museums, theaters, and cinemas.
• Government offices, which include town halls, prefectures, and public services.

ERPs are classified into different categories defined by their capacity.

• Category 1: more than 1,500 people.
• Category 2: from 701 to 1,500 people.
• Category 3: from 301 to 700 people.
• Category 4: 300 people or fewer, with the exception of category 5.
• Category 5: establishments hosting a number of people below the thresholds set by regulations for each type of operation.

The establishment's category and type define all obligations related to fire safety and accessibility. It is therefore important to identify your category. To find this information, you can consult your latest safety inspection report.

The legal framework for the public accessibility register

In France, legislation requires public-access buildings (ERP) to make the accessibility register available to the public. The purpose of this obligation is to inform visitors about the building's level of accessibility and the services offered to people with disabilities. The legal framework is primarily defined by:

• Decree No. 2017-431 of March 28, 2017: This decree stipulates that the accessibility register must mention the measures taken to allow everyone, especially people with disabilities, to benefit from the services offered by the establishment.
• Order of April 19, 2017: This order specifies the content and methods for disseminating the public accessibility register. It states that it must, in particular, contain comprehensive information on the services provided within the establishment.

The accessibility register must be available for public consultation on-site. Generally, it is made available to visitors in paper format directly at the establishment's reception. To simplify information access, it is possible to create a digital accessibility register, a possibility we will return to later in this article.

Mandatory content of the accessibility register

To comply with its obligations, the establishment manager must keep their accessibility register up to date with various pieces of information.

First, they must list all general information about the public-access establishment, such as its name or company name, address, or the nature of the activity.

Secondly, they must reference information on the services provided. In this section, the public will be able to access a complete description of the services offered. It will also include procedures for welcoming people with disabilities. Finally, in this category, the list of accessible and available equipment, such as elevators, ramps, or restrooms, must be included.

Finally, the ERP accessibility register document must contain certificates of compliance with current accessibility rules, inspection certificates or equipment verification reports, and information on staff training.

The training register must indicate all training courses completed by staff to assist people with disabilities. Additionally, the dates and durations of the training, as well as the names of the trainers and training organizations, must be indicated.

For maintenance and upkeep tasks, you must maintain a schedule of operations and compile all maintenance reports to track upkeep.

These elements help ensure total transparency regarding the measures taken by the establishment concerning accessibility and effectively inform the public. Be aware that inspections may be carried out by the competent authorities. During these visits, you must be able to present your accessibility register, or you will face heavy penalties.

The benefits of digitizing the accessibility register

Quick and simplified updates

With a digital accessibility register, information can be updated in real time. This will help you avoid errors or inconsistencies often found in paper registers. A specific event, an equipment update, or a change in access conditions can be immediately indicated in the register. This speed of updating information is often more complicated in a paper format because registers are frequently stored in locked cabinets or sometimes even misplaced.

Reduction of administrative costs

As with all documents in establishments, digital management limits paper usage and therefore contributes to reducing costs related to printing and storage. Costs are also reduced for physical archiving, which, in addition to taking up space, requires investment to ensure the secure preservation of items. In large ERPs where information is updated very regularly, it is important to note that this digitization of elements allows for particularly significant savings.

Enhanced accessibility for everyone

We understand that multi-site public access buildings (ERP) or complex organizations often struggle to manage their documents effectively. In a digital format, it is possible to consolidate all information related to multiple locations, which streamlines overall management and ensures consistency of information across different sites.

Traceability and security

Digital tools ensure complete traceability of all changes made to the register. With the Deemply solution, as soon as an event occurs at a site, it is automatically recorded in the history, ensuring no information is missed and allowing you to identify who made the entry if necessary. All information is timestamped, providing a clear audit trail.

Modern and inclusive image

Adopting an accessibility register demonstrates that the establishment is attentive to innovation and sensitive to the needs of all visitors. This strengthens its image among users and partners alike.

Regardless of whether the register is paper-based or digital, it is essential to remember that it must be available for public consultation on-site at the establishment's main accessible reception point. It can also be made available in a digital format, accessible remotely to simplify access to this regulatory document.

Focus on the Deemply solution and its accessibility module

Deemply stands out as one of the most powerful and comprehensive solutions for managing mandatory registers, including the accessibility register. Here is an overview of the benefits of this platform for public access buildings:

• A turnkey tool :

We offer ready-to-use templates, which can also be customized to meet your specific needs. This significantly simplifies the implementation of the accessibility register within your establishment.

• Universal accessibility :

Our entire solution is designed to comply with digital accessibility standards, ensuring intuitive navigation.

• A QR code for instant access :

Every accessibility register you create for your buildings can be accessed via a QR code placed at the establishment's reception. Once downloaded and printed, your visitors can access essential information in seconds on their smartphones.

• Archiving and update tracking :

The entire lifecycle of your accessibility register is automatically saved in the history, including a list of all modifications made. This ensures complete traceability, which is invaluable in the event of an inspection or audit.

• Dedicated support :

Our teams provide personalized support to help you transition from paper to digital. We are also available to assist you throughout your use of our solution via a dedicated chat or by phone.

If you would also like to digitize your accessibility register and all your regulatory obligations, such as fire permits, prevention plans, risk assessment documents (DUERP), safety registers, visitor logs, or work records, please contact us.

Deemply's accessibility register module