The fire alarm system records documents are required to be stored in a cabinet specially designed to support both electronic media and printouts of files and documents. Typically, the records include the system’s test and certified inspection record, equipment manuals, service records, and the as-built system drawings. Today’s cabinets are required to comply with NFPA 72, National Fire Alarm and Signaling Codex¹, which is virtually adopted in all 50 states². The cabinets are necessary so that technicians can easily access important information they need to inspect, test, and service the systems. Here is what you need to make sure the cabinets you install in your customers’ buildings are code compliant and have the necessary features to support your technicians’ activities and the expectations of the authority having jurisdiction (AHJ).

Specifically, NFPA 72 requires a documentation cabinet for every new system, meaning when a system is installed during the construction of a building and when a system is installed during a major retrofit of an existing building. But from a practical standpoint, a documentation cabinet is needed to support the technicians that service the systems. They need access to equipment technical data sheets, software and firmware control documentation, and, frequently, they need the as-built drawings of the system.

Location

Once installed, all of this information is available to the technician at the documentation cabinet, which is typically located in a convenient place near the alarm panel. In the vicinity of the panel is the most convenient location for the technician, who will use the cabinet during service calls to inspect, test, and maintain the system. But NFPA 72 allows the cabinet to be located remote from the panel if a suitable place cannot be found near the panel. If the documentation cabinet is installed remotely, the cabinet location must be identified at the panel, typically with placard. If you decide to locate the documentation cabinet remote from the panel, make sure to get the approval of the AHJ.

Labeling

NFPA 72 requires that all documentation cabinets be “prominently” labeled “SYSTEM RECORD DOCUMENTS”. Additionally, companies that service the fire alarm system have their company name and logo added to the cabinet cover. That way building owners and managers can quickly identify who to call in the event of a trouble signal, so a technician can respond and fix the operational issue with the system. The company name and logo are added prior to delivery of the cabinet too. If you are ordering a cabinet from Brooks, make sure to specify this as part of your order.

Installation

Only certified low-voltage technicians are permitted to work on fire alarm systems. But a system record storage cabinet can be installed by almost any technician who is capable of securely mounting equipment to a vertical surface. For example, a fire extinguisher technician, who is competent at installing extinguisher brackets and cabinets to walls, can easily install a documentation cabinet, once an appropriate location has been identified.

Key-Locks

The decision to add a key lock to a cabinet is made based on whether the cabinet is in a public location (lock needed) or whether it is accessible to authorized personnel only, (no lock provided). Assess each situation and order cabinets with key locks as needed.

Obsolete Electronic Media

Something else required by NFPA 72 is that the building owner or manager review the electronic documentation media formats and associated interfacing hardware for compatibility on an annual basis (7.7.2.6). It is important to make sure that all documentation is stored on electronic media that can be read by modern computers. Today’s computers have USB ports for reading flash drives but do not have the disc drives that came with older computers. Any service records, inspection records, equipment manuals, as-built drawings, etc., stored on obsolete media, must be transferred to electronic storage media that can be read by the technician’s computer. This task is most often performed by the technician servicing the system. The technician will also make any updates necessary for compliance with NFPA 72. To avoid sticker shock, the owner/manager should be informed prior to performing any updates.

Checklist

The Documentation Cabinet Checklist can be used by you and your customer. Work with your customer and check only the items that apply. The checklist contains information on cabinet location, cabinet features, and cabinet contents. The checklist can be submitted to the AHJ for approval of a new cabinet installation.

Most responsible organizations with existing fire alarm systems will want to upgrade and have their system’s records stored in a NFPA 72 code-compliant System Records Documentation Cabinet. These cabinets not only allow for efficient use of a technician’s time during service calls, which results in savings for your customers, they also make it convenient for when the AHJ requests documentation. The documents are normally up-to-date, secure, readily accessible, and can be made available for immediate review and approval.