Legal requirements & guidance documents
Legal requirements for maintenance of doors and shutters can be found in:
• Workplace (Health, Safety and Welfare) Regulations 1992 (applies to all doors)
• The Provision and Use of Work Equipment Regulations 1998 (applies to powered doors & shutters)
• Regulatory Reform (Fire Safety) Order 2005 (applies to fire resisting and emergency escape doors) Other relevant information can be found in:
• LPS1197, the BRE standard for repair and maintenance of doors and shutters to which organisations can be certified
• BSEN 12635, installation and safe use of industrial, commercial and garage doors • DHF Repair & Maintenance Standard TS004
Documentation
Repair and maintenance organisations should have documentation in place to capture all relevant information from initial enquiry to completion of work. This documentation should be retained for a possible inspection by any authorised bodies e.g. Health and Safety Executive, insurance, etc. Retention periods vary depending on the type of document to be kept and the specific reason for their retention. The organisation should ensure that it complies with the necessary requirements in this matter.
Operational documentation Maintenance schedule
Usually taken from the Operating & Maintenance manual. May be issued independently. Operating & maintenance manual Issued to customers on completion of the installation of a new door or shutter. Provision of this document is recommended for all doors and is a legal requirement for power operated products under the Supply of Machinery (Safety) Regulations 1992 (as amended). Maintenance checklist Against which the equipment is to be inspected. On site log book/card The customer’s record of service or repair activity can be a book, card, job instruction sheet, completion certificate or any combination of these. Request for repair forms Customer’s written authority. Job instruction sheet Giving details of the work to be carried out. Completion certificate Completed on site, signed by customer detailing work carried out.
Supporting documentation Health and safety manual
Maintained by the company and copied to each of the organisation’s vehicles.
Training records
Record of competent person’s relevant training having taken place.
Equipment test certificates
Records of tests on lifting equipment and electrical equipment (PAT) etc.
Maintenance frequency
See Operating & Maintenance manual. Doors and ancillary products are manufactured to a design specification and installed safely to enable them to function effectively within their given environment and operational requirements. There is an obligation under BSEN 12635:2002 that the manufacturer provides maintenance instructions including frequency details essential for continued safe use. Where there are no manufacturer’s maintenance instructions available then the requirements must be agreed between the parties. A typical schedule in such circumstances could possibly be a minimum of six months thereafter as agreed with the end user. This would need to be reviewed particularly where rare or high frequency usage was observed.