Start with the individual door
A fire door is a set of components, including its leaf, frame, hinges, closer, seals and any glazing. If a check identifies damage or a door that does not close properly, the finding must be linked to the right door so it can be assessed and repaired. A site-wide spreadsheet entry such as ?door defect? is difficult to act on.
Give each door a reliable identifier and location. A QR or NFC tag can help an inspector open the intended record, but the inspector must still confirm the physical door.
What the legal duties require
The Regulatory Reform (Fire Safety) Order 2005 requires relevant responsible persons to assess fire risk and maintain fire safety measures. Article 17 requires a suitable maintenance system. The risk assessment, building use and applicable guidance inform the check regime; the Order does not set one six-month fire-door interval for every premises.
For multi-occupied residential buildings over 11 metres in England, regulation 10 of the Fire Safety (England) Regulations 2022 requires best endeavours to check flat entrance fire doors at least every 12 months and checks of communal fire doors at least every three months. See the government’s fire-door fact sheet for scope and practical detail.
Record findings that someone can resolve
A useful record connects the door’s identity to the check date, inspector, observations, photographs and follow-up. It should show who will investigate or remedy a defect and whether that action was closed. Digital forms can make records easier to find and share across buildings, but they do not replace a competent inspection or decide compliance automatically.
CertFlow lets an inspection team record door-level findings, attach photographs and track work through a fire safety workflow. You can book a live demo to see how the record and follow-up work for your sites.