Statutory Maintenance and Inspection Guide

Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/

(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Asbestos Overall duty is to manage asbestos in Re-survey UKAS Accredited Current Asbestos Control of Asbestos
premises. recommended company for testing Management Regulations 2012
every 3 – 5 years and inspection. Survey
Each site should have an asbestos
management survey Completed
asbestos log book
Each site must have a site specific Reviewed annually No specific skills Asbestos
asbestos management plan, including required, but asbestos management plan,
asbestos risk register and action plan. awareness training risk register and
recommended. action plan
Demolition / refurbishment survey for Prior to intrusive UKAS Accredited Demolition/
areas undergoing construction, works taking place company for testing refurbishment survey
renovation or maintenance where and inspection. for areas where
intrusive work is planned. intrusive work is
planned.
Asbestos removal or remedial works Where Removal company to Clearance
management be an HSE Licensed certification and
survey Contractor, preferably hazardous waste
recommends holding a 3 year consignment notes
action or as part of licence. for any removal
refurbishment or works carried out.
demolition
Regular monitoring of visible asbestos to Annual Visual inspection only Annual monitoring
determine condition. and can be carried by inspection form
premises staff who
have had asbestos
awareness training.
Air Units and systems should be maintained Annual or bi-annual Holds C&G 2078 F-Gas records. BSEN 378.
Conditioning according to the manufacturer’s Holds CITB Safe Maintenance Refrigeration systems -
and Ventilation guidance. Units and systems may Handling of records Safety and
(including fans, require an inspection under the Energy Refrigerants Environmental
filters and Performance of Buildings Regulations certificate Requirements.
motors) BS 5720 and BS5925;
Building Regulations
1991 F1 “Means of
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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Ventilation”
Energy Performance of
Buildings Regulations
(Certificates and
Inspections) (England
and Wales)
Regulations 2013.
AMP (Asset The council is required to conduct asset 3-year rolling cycle Surveyors qualified to Current survey DfE Requirement
Management management plan surveys (AMP’s) on BICS/RICS or
Plan) Surveys educational establishments, which are equivalent arranged
by the Local
(for educational then provided to the Department for
Authority.
establishments Education (DfE) and used to determine
only) property maintenance funding for the
coming year.
The returns to the DFE will include basic
factual data and data relating to the three
AMP categories of ‘condition’, ‘suitability’
and ‘sufficiency’.
Boiler Must be maintained in accordance with Annual The Service Maintenance records Gas Safety (Installation
Maintenance the manufacturers’ recommendations. technician’s Gas Safe are kept including: and Use) Regulations
card has credits Date of 1998
Safety inspections are to include internal appropriate to the maintenance
gas pipe work, including all ancillary equipment / service Date by which next
equipment including the pipes, valves, being maintained. maintenance is due
regulators, boosters and compressors. Record of defects
and rectification
Service document
should also record
the Gas Safe
registration of the
technician carrying
out the work.

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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Catering Must be maintained in accordance with In line with Ensure that service Records of Gas Safety (Installation
equipment the manufacturers’ recommendations manufacturers technician has examination and and Use) Regulations
and according to the type of equipment. requirements demonstrable proof of maintenance are 1998
competency e.g. a kept, including date of Provision and Use of
See other entries covering Gas Safe card with inspection/maintenan Work Equipment
Gas appliances credits appropriate to ce, date next Regulations 1998
Electrical equipment the equipment / inspection or
service being maintenance due and (PUWER)
Pressure cookers
Fire fighting equipment maintained. record of defects and
rectification.
CCTV Inspection and testing Annual Trained technician Written records Electricity at Work
from a recognised including date of test, Regulations 1998
company. date next test due, IEE Wiring
defects found and Regulations: BS7671
records of repairs to
rectify defects
Design and Routine maintenance carried out as per As specified Trained DT As specified in guide Provision and Use of
Technology CLEAPSS guide DL254. Technician. Work Equipment
equipment. Servicing carried out by manufacturer / Annual or Trained technician Records of Regulations 1998
(See other supplier / recognised maintenance manufacturer’s from a recognised examination and (PUWER)
areas of this company. recommendation company. maintenance are CLEAPSS DL 254
guide for LEV, kept, including date of
Gas appliances inspection/maintenan
lifts etc.) ce, date next
inspection or
maintenance due and
record of defects and
rectification.
Design and Technology department Every 2 years DATA /CLEAPSS Report with action
health and safety audit approved person. plan.

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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Disabled Complete an Access Audit to identify Every 3 years and Surveyors qualified to Current audit report Equality Act 2010
Access areas where the service is inaccessible. whenever works BICS/RICS or Special Educational
The audit should then enable schools to are carried out. equivalent. Needs and Disability
complete an Accessibility Plan. Those Act 2001 (SENDA)
For further help, refer
who offer services to members of the
to the National
public or who employ others or
Register of Access
organisations providing education and
Consultants.
training, are obliged by legislation to
ensure that those services are
accessible to all and that employment
arrangements do not place disabled
people at a disadvantage.
Doors Routine servicing according to 6 monthly NICEIC / ECA BS 7036: 1996 Parts 1,
(Automated) manufacturer’s guidelines registered contractor 2 and 3
Applies to Inspection and testing Annually or equivalent. Electricity at Work
powered doors in Regulations 1998
public buildings.
BS7671 IEE Wiring
Regulations
Dust and fume Regular maintenance and servicing In line with Competent person, Written records of Control of Substances
Extraction / manufacturers’ either specifically inspection including Hazardous to Health
Local Exhaust recommendations trained technician or identification number Regulations 2002
Ventilation service technician of system/fume (COSHH)
(LEV) from company testing cupboard, date of Fume cupboards BS
to appropriate British test, type of test EN 14175-2 2003
Thorough inspection to ensure the At least every 14 standard. carried out, results of Provision and Use of
design and expected performance is fit months inspection, results of Work Equipment
for purpose. performance test, list Regulations 1998
of remedial actions (PUWER)
In addition filter fume cupboards should In line with
necessary.
be labelled with the type of filter in place manufacturers’
This must be kept for
and be appropriate for the chemicals recommendations
at least five years.
used. The number of hours of use should
also be recorded to ensure filters are
changed at appropriate periods.

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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Electrical, Testing of all fixed wiring and distribution Every 5 years NICEIC / ECA Written records Electricity at Work
fixed boards registered contractor including date of test, Regulations 1998
installation or equivalent. date next test due, BS7671 IEE Wiring
defects found and Regulations
records of repairs to
rectify defects
Testing of all distribution boards in Annual NICEIC / ECA Written records Electricity at Work
mobile accommodation registered contractor including date of test, Regulations 1998
or equivalent. date next test due, BS7671 IEE Wiring
defects found and Regulations
records of repairs to
rectify defects
Electrical, Visual inspections 6 monthly In many low-risk Log of any faults Electricity at Work
portable environments, a identified and Regulations 1998
appliances sensible (competent) remedial action taken
member of staff can
undertake visual
inspections if they
have enough
knowledge and
training.
Combined inspection and testing Varied, but When undertaking Documented Electricity at Work
generally annually combined inspection records of items Regulations 1998
Frequency is and testing, a greater tested
determined by risk level of knowledge
assessment. and experience is Test stickers
In practice needed, and the placed on items
combined person will need:
inspection and
testing annually is the right equipment
to do the tests
probably easier to
manage and the ability to use this
therefore more cost test equipment
effective. properly
the ability to
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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
properly understand
the test results
A NICEIC / ECA /
NAPIT accredited
contractor is
recommended.
Electrical Inspection and testing of portable Every 3 months Electricity at Work
stage lighting dimmer racks with no fixed cabling, and after every Regulations 1998
plugs, sockets, flexible leads alteration
Temporary Small installations less than 6.5 kW Before first use Person responsible Installation and BS 7909 – Code of
electrical Dependant on should be qualified commissioning practice for temporary
installations length of electrician or certificates including electrical systems for
e.g. for events installation further someone else who earth leakage test entertainment and
inspections will be understands the records related purposes
Larger installations need professional required dangers and has the HSE Guidance Note
installation skills necessary to GS50
undertake electrical
work safely.
Emergency Disconnect the mains lighting to enable a Monthly None required Results normally Electricity at Work
Lighting function test of the check emergency recorded in the Fire Regulations 1998
lighting units. Usually involves turning on log book BS 5266: Part 1 1999
and off with ‘fish key’
Carry out full rated 3 hour load test, Annual NICEIC / ECA Test certificate
including battery test and maintenance. registered contractor including date of test
Normally carried out by a competent or equivalent. and results of annual
contractor. test

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 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Energy Display Energy Certificate (DEC) must Where the building An Energy Assessor, Current certificate The Energy
Performance be produced and displayed at all times in has a total useful accredited to produce and advisory report Performance of
a prominent place clearly visible to the floor area of more DECs or EPCs for Buildings
public. than 1,000m², the that type of building, is (Certificates and
DEC is valid for 12 the only person who Inspections)
DECs are only required for buildings that
months. can produce the Regulations 2007
have a total useful floor area of more
certificates and Energy
than 500m2, that are occupied by a Where the building
Advisory Reports for Performance of
public authority or an institution providing has a total useful
your building. Buildings Directive
a public service to a large number of floor area of
people, and are frequently visited by between 500m² (EPBD)
The DEC and EPC “Improving the energy
members of the public. and 1000m², the
will need to be lodged efficiency of our
DEC is valid for 10
in a national register buildings - A guide to
years.
by the assessor and display energy
Energy Performance Certificates When a building is EPC Displayed
given a unique certificates and
(EPCs) are required when a building is constructed, sold
reference number. advisory reports for
constructed, sold or let. The EPC rating or let
is different from a Display Energy public buildings”
Certificate (DEC) as it shows how the
building has been constructed, not how it
is used.
Fire detection Testing of call points and sounders on Weekly Basic training in fire Results to be BS 5839 1:2013
and alarm rotation alarm operation only. recorded in the Fire
systems log book

Inspection and service by competent Annual (or 25% Competent engineer Appropriate test and
contractor quarterly) experienced in type of inspection certificate
fire alarm being
tested.
Fire doors Operation of release devices Weekly Trained premises Results to be Regulatory Reform (Fire
team person. recorded in the Fire Safety) Order 2005
Condition checks Monthly log book.
Fire fighting Visual check to ensure equipment is in Monthly None, visual check Results to be BSEN 3 extinguisher
equipment: its assigned location and has not been only. recorded in the Fire Commissioning and
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 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Fire discharged. log book. Maintenance to BS
Extinguishers 5306-3: 2009
Thorough inspection and testing by Annual BAFE accredited Test certificate
competent contractor engineer or equivalent
trained and qualified
engineer.
Extended service (test discharge) 5 yearly BAFE accredited Test certificate
engineer or equivalent
trained and qualified
engineer.
Overhaul (hydraulic test) 10 yearly BAFE accredited Test Certificate
engineer or equivalent
trained and qualified
engineer.
Fire fighting Hoses are no longer recommended as Annual BAFE accredited Test Certificate BS 5306:Part 1: 2006
equipment: they are more likely to put a user at risk engineer or equivalent BS 671-3: 2009
Hoses than prevent injuries. The trained and qualified
recommendation is to decommission and engineer.
remove fire hoses.
Where hose reels remain in sit, they
must be maintained to ensure that water
flow is adequate and that all parts are in
good working condition.
Where hose reels are in place, a flexible 5 yearly BAFE accredited Test certificate
tubing pressure test must be carried out. engineer or equivalent
trained and qualified
engineer.
Fire fighting Annual inspection of system by Annual LPS 1048 approved To be logged in the BS EN 12845
equipment: competent contractor. sprinkler engineer or Sprinkler log book LPCB TB203 Care and
Sprinklers equivalent and work sheet filed. Maintenance of
systems BS EN 12845 lists various other monthly, automatic sprinkler
quarterly, six-monthly etc. checks and systems
tests for things such as flow switches,
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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
remote signalling and water supply, and
further guidance is available from
insurers and sprinkler servicing
companies.
BSEN12845 and its accompanying Weekly This can be carried Results to be
technical bulletins advise that sprinkler out in-house with recorded in the
systems should be tested once a week. appropriate training. Sprinkler log book.
Seek advice from a competent
maintenance company for the full testing,
inspection and maintenance
requirements as different systems may
have different requirements.
Fire fighting Wet Risers: 2 visual UKAS Accredited BS 5306 Part 1: 2006
equipment: inspection company for testing Written records Regulatory Reform
Regular maintenance and servicing
Wet and dry services per year and inspection. including date of test, (Fire Safety) Order
A wet riser is a system of valves and
Risers 2 electric pump date next test due, 2005
pipe work which are kept permanently
inspection defects found and
Wet/dry risers charged with water.
services per year records of repairs to
are intended for
1 flow test per rectify defects
the use of the
Fire Service to year (if
provide a applicable)
readily available Dry Risers: A visual UKAS Accredited Written records
means of inspection every company for testing including date of test,
Regular maintenance and servicing
delivering six months and inspection. date next test due,
A dry riser is a system of valves and pipe
considerable defects found and
work which enables the Fire Service to
quantities of An annual records of repairs to
pump water on to upper floors of a
water to pressure test rectify defects
building.
extinguish or to
prevent the
spread of fire.

Revision Summary Revision Number Current Issue Date File Name/Author Page of Total Pages
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 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Fire fighting Maintenance of suppression systems as Annual BAFE accredited Records of BS 5306
equipment: per manufacturer’s guidance. engineer or equivalent examination and Regulatory Reform
Wet and dry trained and qualified maintenance are (Fire Safety) Order
suppression engineer. kept, including date of 2005
systems e.g. inspection/maintenan
Ansul, FM 200 ce, date next
inspection or
maintenance due and
record of defects and
rectification.
Fire Shutters Regular testing to ensure effective Following Demonstrably Log book containing BS7273: Code of
and curtains operation. installation and competent person. name and contact practice for the
then 6 monthly or details of operation of fire
A fire shutter or when faults are manufacturer and protection measures
curtain is a detected installer. Identification Actuation of release
specially Regular maintenance in line with the At least annually or of power unit and mechanisms for doors
developed and manufacturers recommendations when faults are safety devices. BS EN 12453 for
engineered detected Results of installation installation
screen that testing and records of BS EN 12635 covers
drops from the all maintenance and maintenance inc the
ceiling and cuts defect rectification need for log book
off the path of a Appendix B of the
fire between Building Regulations
two open areas. Approved Document B
These are often
used in kitchen
service hatches.
Fragile Roofs Fragile roof access to be clearly signed As part of termly / None – can be carried Termly monitoring Working at Height
and guarded to prevent falls through quarterly health out by premises staff. inspection forms Regulations 2005
them. Periodic inspection of signage and safety
required. inspection regime.

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 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Fuel Oil and Must be maintained in accordance with Annual Ensure that service Records of The Control of Pollution
biomass the manufacturers’ recommendations, technician has examination and (Oil Storage) (England)
storage demonstrable proof of maintenance are Regulations 2001
competency kept, including date of Guidance Note for the
appropriate to the inspection / Control of Pollution (Oil
equipment / service maintenance, date Storage) (England)
being maintained. next inspection or Regulations 2001
maintenance due and Building and
record of defects and Engineering Services
rectification. Association SFG/20
Gas Must be maintained in accordance with Annual Ensure that service Records of Gas Safety (Installation
appliances the manufacturers’ recommendations technician has examination and and Use) Regulations
demonstrable proof of maintenance are 1998
competency i.e. a Gas kept, including date of L56: Safety in the
Safe card with credits inspection/maintenan installation and use of
appropriate to the ce, date next gas systems and
equipment / service inspection or appliances
being maintained. maintenance due and
record of defects and
rectification. Service
document should also
record the Gas Safe
registration of the
technician carrying
out the work.
Gas pipe work Safety inspections of internal gas pipe Annual Ensure that service Records of Gas Safety (Installation
work (including all ancillary equipment technician has examination and and Use) Regulations
including the pipes, valves, regulators, demonstrable proof of maintenance are kept 1998
boosters and compressors). competency.
Tightness testing of internal gas pipe 5-yearly
work

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 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Gates Site specific risk assessment Before installation Suitably competent Records of Supply of Machinery
(Automated ) person / organisation. maintenance (Safety) Regulations
Regular maintenance as per Annual including testing of 2008
manufacturer’s recommendations to For new installations functioning of safety BS EN 12635:2002 –
ensure safe operation, including all confirm that the devices fitted Industrial, Commercial
safety devices. supplier will CE mark and Garage Doors and
the gate and issue Gates – Installation
you a Declaration of and Use
Conformity. HSE Guidance
Gym Visual inspection of equipment Prior to each use Qualified PE Log sheet or similar BS1892 part II
Equipment Teachers. 1986/1991
To inspect and maintain all Gymnasium Annual Qualified to inspect to A detailed “Safe Practice in
Equipment to the standards required in the standard. inspection report, Physical Education and
British Standard Specification BS1892 summarising any School Sport” (section
part II 1986/1991 faults and 3.6 and Appendix 20) –
remedial action Association of Physical
To ensure that equipment remains safe
required Education
for use, but also to prolong the life of
equipment by regular inspection and Evidence of http://www.afpe.org.uk/
renewal of worn parts. remedial works
completed
Hydrotherapy Maintained to the standards outlined in As per Staff trained and Records to be BS EN 15288 – 2:2008
and swimming “Treatment and quality standards for manufacturers competent to handle maintained and kept Managing Health and
pools pools and spas” published by the Pool requirements the chemicals for a minimum of 5 Safety in Swimming
Water Treatment Advisory Group. associated with the years. Pools (HSG179)
pool treatment. Either
properly trained site
staff or outside
contractor.
Intruder Alarm Monitored inspection and testing 6 monthly Demonstrably An inspection report Electricity at Work
according to manufacturers guidelines competent person or summarising any Regulations 1998
Unmonitored inspection and testing Annual contractor. faults and remedial IEE Wiring
according to manufacturers guidelines action required Regulations: BS7671

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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Lifts and lifting Thorough examination of equipment Before using for Thorough inspection Written report Lifting Operations and
equipment designed for the lifting of passengers e.g. the first time and is usually carried out containing date of Lifting Equipment
Lifting passenger lifts, patient hoists, powered every 6 months by someone other examination, date Regulations 1998
equipment stair lifts, tail lifts on disabled transport than the person next examination is (LOLER)
includes any vehicles, window cleaning cradles. maintaining the due and a full list of “Guidelines on the
equipment used Thorough examination of equipment Before using for equipment, commonly any defects found. supplementary tests of
at work for designed for the lifting of goods/objects the first time and through an insurance in-service lifts” - The
lifting or only, e.g. scissor lifts, mobile elevating annually company. Safety Assessment
lowering loads, work platforms, vehicle inspection Federation (SAFed)
including platform hoists, vehicle tail lifts, cranes, Note: A thorough and the HSE
attachments fork lift trucks, lifting beams. inspection is not the
used for Thorough examination of all Lifting Before using for same thing as routine
anchoring, accessories, regardless of whether they the first time and maintenance.
fixing or are used to lift passengers or goods. every 6 months
supporting it. Lifting accessories are any components
to the main lifting structure that are
subject to wear and tear and the bearing
of a load and which are integral to the
operation of the lifting equipment, e.g.
chains, slings, ropes, hooks, shackles,
eyebolts, fall arrest harness.
Full routine maintenance of equipment Depending on the Suitably qualified Maintenance records
designed for both the lifting of equipment and the mechanical engineer. showing any defects
passengers and goods according to manufacturer’s and their rectification.
manufacturer’s guidelines. recommendations
this can be
anything from
Quarterly to
annually
Supplementary tests for in-use As determined by Thorough inspection Must be certificated
passenger and goods lifts are tests or the competent is usually carried out and a copy kept on
examinations called for by a ‘Competent person engaged to by someone other site for inspection
Person’ where concerns regarding the carry out thorough than the person
condition of equipment arise following examination. maintaining the
thorough examination. equipment, commonly
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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
The requirement for supplementary tests through an insurance
is determined on the basis of an company,
assessment of risks at the time of each
thorough examination. Supplementary
tests may include:
Testing of safety gear
Thorough overhaul and in-depth
testing, including the use of weights,
to test cables, breaking and motor
efficiency.
Lightning Where fitted, the lightning conductor 11 monthly Demonstrably Issue of test Section 32 of BS6651-
conductors installation must be checked for damage competent person. compliance sheet. “Protection of Structures
and deterioration. The electrical against Lightning.”
continuity of conductors, bonds and
joints require testing and the earth
resistance measured.
Mechanical Commission and maintain a system of Various Works are to be Records of Building and
Services planned preventative maintenance to undertaken by staff maintenance are Engineering Services
general ensure the correct functioning and with a verifiable kept, including date of Association SFG/20
maintenance longevity of all equipment. competency for the inspection / (standard maintenance
task. maintenance, date specification)
next inspection or
maintenance due and
record of defects and
rectification.
Playground Visual Inspection Daily No specific training None required, but EN: 1176 (play
equipment required and can be could be recorded in equipment).
carried out by an opening and EN: 1177 (safety
premises staff. closing book if school surfacing).
follows this good
practice.
Documented visual (routine) inspection Weekly No specific training Weekly inspection
required and can be monitoring form
carried out by
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 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
premises staff, but an
RPII Outdoor Routine
qualification is
desirable.
Interim operation inspections Quarterly Can be carried out by Quarterly monitoring
premises staff with inspection form.
RPII Registered
Outdoor Operational
Inspector training
(recommended) or
similarly qualified
contractor.
Annual inspection and assessment Annual RPII Outdoor Annual A detailed inspection
Registered Certified report summarising
inspectors. any faults and
remedial action
required
Maintenance to be carried out Annual and as Competent contractor, Evidence of remedial
required e.g. from equipment works completed
supplier/installer.
Pottery Kilns Annual inspection and maintenance as Annual NICEEC Date of test and Gas Safety (Installation
per manufacturer’s instructions accredited name of tester. The and Use) Regulations
contractor for record must show 1998
electric kilns. actual measured test Electricity at Work
Gas Safe values of earth Regulations 1998
accredited continuity and BS7671 IEE Wiring
contractor for gas insulation resistance. Regulations
kilns (these are not Actual current drawn Provision and Use of
recommended for is also a useful Work Equipment
use in schools) measurement to Regulations 1998
record. (PUWER)
Pressure Ensure that the system undergoes Annual Thorough inspection Records of The Pressure Systems
vessels through examination according to a is usually carried out examination and Regulations 2000
written scheme. by someone other maintenance are
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December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Examples of pressure vessels include than the person kept, including date of
expansion valves on gas boilers, steam maintaining the inspection/maintenan
ovens / pressure cookers, compressors equipment, commonly ce, date next
and portable hot water/steam cleaning through an insurance inspection or
unit fitted with pressure vessel. company maintenance due and
Implement a suitable maintenance At least annually Suitably qualified record of defects and
scheme for the system according to and as necessary. mechanical engineer. rectification.
manufacturer’s guidelines.
Roller shutters Regular maintenance in line with the At least annually Demonstrably Log book containing BS EN 12453 for
(see also fire manufacturers recommendations competent person. name and contact installation
shutters) details of BS EN 12635 covers
manufacturer and maintenance inc the
installer. Identification need for log book
of power unit and
safety devices.
Results of installation
testing and records of
all maintenance and
defect rectification
Tables Regular maintenance according to Annual Serviced by Maintenance record Provision and Use of
(particularly manufacturer’s recommendation. contractor’s trained showing date of Work Equipment
centre fold Training for staff operating tables staff. maintenance and any Regulations 1998
ones such as defects and their (PUWER)
SICO) rectification.
Training records
Tree Safety Regular visual inspection to identify Annual, and after None – suitable Records of Compliant with BS 7370
and grounds broken/dead branches, especially after high winds premises staff. maintenance
maintenance high winds activity.
Maintenance regime to be in place for all Every 3 years Qualified Record of tree
surfaces and features. arboricultural inspections
contractor. including date of
Tree survey Various Demonstrably survey, results, list
competent person. of recommended
actions and dates

Revision Summary Revision Number Current Issue Date File Name/Author Page of Total Pages
First issued: 1 April 2014 Statutory Inspection and Page 16 of 20
December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
works completed

Water hygiene: Water Hygiene risk assessment carried Every 2 years or Assessor should have Legionella risk The control of
risk out and reviewed when there is suitable experience assessment including Legionella bacteria in
assessment significant change and training, e.g. asset register of water systems L8
to the system or Legionella Control components and
use of the building. Association schematic diagram of
registered. the system.
Identification of likely
risks and measures
to reduce/control the
hazard.
Water hygiene: Flush through of little used outlets. Weekly Weekly, monthly and Log book containing The control of
testing and quarterly, trained records of tests Legionella bacteria in
Temperature testing of hot and cold Monthly premises staff. including dates and
precautions water systems L8
stored water systems. remedial actions
De-scaling of shower heads. Quarterly where tests are
Supply temperature check 6 monthly Suitably qualified outside accepted
contractor e.g. parameters.
Sampling and chlorination of system and Annual Legionella Control
regular routine maintenance required. Association
registered.
Water hygiene: In service safety check to be carried out 6 Monthly Servicing should only Maintenance record Provision and Use of
Thermostatic to check whether any deterioration has be undertaken by a showing date of Work Equipment
Mixing valves occurred in the performance of the competent engineer maintenance and any Regulations 1998
on water Thermostatic Mixing Valve (TMV). or plumber. defects and their (PUWER)
outlets and Maintenance of all Thermostatic Mixing Annual or following rectification.
showers Valves. identification of a
fault
Water and Heat emitters and exposed surfaces of Annual Demonstrably Records of Building Bulletin 87:
surface pipe work not to exceed regulation competent person. maintenance activity. Guidelines for
Temperature temperatures. Environmental Design
in Schools

Revision Summary Revision Number Current Issue Date File Name/Author Page of Total Pages
First issued: 1 April 2014 Statutory Inspection and Page 17 of 20
December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
Working at Ladders should be inspected before use Annual Demonstrably Periodic visual Working at Height
Height: and at regular intervals according to the competent person. inspection of ladders Regulations 2005
Ladders manufacturer’s instructions should be recorded Provision and Use of
including date, Work Equipment
person inspecting. Regulations 1998
Any defects and (PUWER)
record of repair or
destruction. Ladders
should be easily
identifiable, e.g.
through the use of
inspection tags.
Working at Inspection after assembly in any After assembly Erected and inspected Records of Working at Height
Height: position and before first by trained person inspections to be kept Regulations 2005
Scaffold Maintenance and inspection as per use (PASMA Trained or at least until next Provision and Use of
Access towers manufacturer’s recommendations After any event similar) hired towers inspection. Work Equipment
that may affect to be assembled by Regulations 1998
stability e.g. hire company if no (PUWER)
vehicle strike, trained person
high winds available.
Every 7 days
whilst erected
Working at Must be properly inspected and Annually Demonstrably Records kept Working at Height
Height: Guard maintained. competent person. Regulations 2005
rails
Working at Visual inspection of harnesses, cables Prior to each use By trained user. BS EN 365:2004
Height: Fall and eye bolts. Users must be properly BS 6037-1-2003, EN
arrest and fall trained, closely supervised and rescue 1808
restraint procedures must be in place. Working at Height
systems (see Regulations 2005
also lifting

Revision Summary Revision Number Current Issue Date File Name/Author Page of Total Pages
First issued: 1 April 2014 Statutory Inspection and Page 18 of 20
December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Issue / Area Requirements / Guidance Frequency / Assessment of Evidence required Statutory/Regulatory/
(listed Regularity Competency of to demonstrate Industry Code/Good
alphabetically) Contractor compliance practice
equipment) Must be properly inspected and 6 monthly Demonstrably Records kept Lifting Operations and
maintained including thorough competent and including thorough Lifting Equipment
examination. independent person inspections Regulations 1998
for thorough (LOLER)
inspections. Provision and Use of
Work Equipment
Regulations 1998
(PUWER)
Other Unless otherwise specified all equipment As advised by Suitably competent Date of visit, name of Building and
equipment should be maintained as per manufacturer person. person carrying out Engineering Services
Ground heat manufacturers/ installers maintenance, details Association SFG/20
source pumps recommendations and records kept of of maintenance (standard maintenance
Sewage pumps this maintenance including date of visit, carried out and any specification)
name of person carrying out remedial work Provision and Use of
maintenance, details of maintenance required. Evidence of Work Equipment
carried out and any remedial work remedial work Regulations 1998
carried out. completed. (PUWER)

Revision Summary Revision Number Current Issue Date File Name/Author Page of Total Pages
First issued: 1 April 2014 Statutory Inspection and Page 19 of 20
December 2013 Maintenance Guide / AS
 Statutory Maintenance and Inspection Guide
Glossary

Item Definition
BAFE British Approvals for Fire Equipment
BS British Standard
CLEAPSS Consortium of Local Education Authorities for the Provision of Science Services
COSHH Control of Substances Hazardous to Health
DATA Design and Technology Association
ECA Electrical Contractors Association
EN European Norm
HSE Health and Safety Executive – The national enforcement body for health and safety law in the UK.
IEE Institution of Electrical Engineers
L8 Legionnaires’ Diseases. The Control of Legionella Bacteria in Water Systems Approved Code of Practice
NAPIT National Association of Professional Inspectors and Testers
NICEIC National Inspection Council for Electrical Installation Contracting
PUWER Provision and Use of Work Equipment Regulations
PASMA Prefabricated Access Suppliers’ and Manufacturers’ Association
SFG/20 Building and Engineering Services Association Standard Maintenance Specification

Revision Summary Revision Number Current Issue Date File Name/Author Page of Total Pages
First issued: 1 April 2014 Statutory Inspection and Page 20 of 20
December 2013 Maintenance Guide / AS