Documentation for fire systems

November 2017 Editor's Choice, Fire & Safety

A fire detection system is not considered complete until there is adequate and necessary documentation about the system. Certificates for a system are issued to show compliance and make note of any variations to the standard. The end user, clients representative or purchaser of the system will rely on the certificates to show compliance to regulation and for any insurance requirements.

Before a contractor starts to install a fire detection system there should be an approved design to show where the devices are to be installed, what type of system is to be installed and what interfaces, if any, are to be incorporated into the system. The design should also specify what actions should be taken by the system when a fire is detected to ensure safe evacuation of the people. A design certificate is the first document that needs to be produced before any fire detection system is installed, and accompanying this should be drawings and a document giving details on the system.

After the installation is complete, the installer needs to produce a certificate showing that the system has been installed as per the approved design with regard to the relevant standard, which in South Africa is the current SANS 10139:2012. The installer also needs to produce an as-built drawing and a wiring diagram showing cable routes and where all the devices have been installed. The as-built drawings from the installer also make it easier for the maintenance team when they are carrying out fault finding or maintenance and for future additions or modifications to the system.

A commissioner needs to check and test the system thoroughly before issuing a commissioning certificate. The commissioner needs to confirm that the installation is of an acceptable standard, it has been carried as per the approved design and it complies to the national standard.

The commissioner will test the devices to confirm the correct operation of the system and inspect the installation to ensure there is no obvious potential for an unacceptable rate of false alarms. The commissioner, having inspected and tested the system, assures the end user that the system will function as intended. He also becomes responsible to ensure the correct documentation is handed over to the client.

The following are the other documents that need to be handed to the end user together with the above-mentioned certificates:

• Operation and maintenance manual for the installed system.

• Data sheets for the major devices/equipment in the system.

• As-built and schematic drawings.

• A written record of any deviations or variations from the original design.

• A record of tests that were carried out on the system.

• A log book.

Some end users may require an independent organisation to verify compliance with the recommendations of the SANS 10139 standard in respect of design, installation and commissioning. The organisation that does the verification will issue a verification certificate or a compliance certificate if the installation satisfies the requirements of the standard.

It is possible that one organisation can carry out the design, installation and commissioning and issue these certificates though, if possible and practical, there should be a different organisation issuing at least one of the certificates. The verification has to, however, be carried out by an independent organisation that was not involved in either the design, installation or commissioning of the system. Some organisations, even though they are involved in the design, installation and commissioning of a system choose to issue a certificate of completion (CoC) which may confuse or trick the end user to think that their system is compliant.

It is important the person issuing any of the certificates is competent in the task that they are issuing the certificate for. This measure of competence is provided by SAQCC Fire registered persons.

The last certificate in a fire detection system is the acceptance certificate and this is signed by the client or end user after having satisfied themselves that the installation is of a good standard, they know how to operate the system, are aware of the maintenance requirements of the system, in possession of required documents and are familiar on how to minimise false alarms.

The FDIA is committed to provide continuous information on standards to its members and the general public in order to maintain high quality installations all in the aim of saving lives and protecting property. Ensure that you use an FDIA member company for all your fire detection needs, all FDIA member companies have competent SAQCC Fire registered persons.

For comments and enquiries please contact the FDIA on [email protected]



Credit(s)




Share this article:
Share via emailShare via LinkedInPrint this page



Further reading:

Winners of the 2025 Southern Africa OSPAs
Editor's Choice
The winners of the 2025 Southern Africa Outstanding Security Performance Awards (OSPAs) were revealed on Wednesday, 4th June, at Securex South Africa. Winners from all categories (except the Lifetime Achievement) will be featured in the second Global OSPAs set to take place in 2026.

Read more...
Deepfakes and digital trust
Editor's Choice
By securing the video right from the specific camera that captured it, there is no need to prove the chain of custody for the video, you can verify the authenticity at every step.

Read more...
A new generational framework
Editor's Choice Training & Education
Beyond Generation X, and Millennials, Dr Chris Blair discusses the seven decades of technological evolution and the generations they defined, from the 1960’s Mainframe Cohort, to the 2020’s AI Navigators.

Read more...
Igniting standards, powering protection
Securex South Africa News & Events Fire & Safety
Fire safety is more than compliance, it is a critical commitment to protecting lives, assets, and infrastructure. At Firexpo 2025, taking place from 3 to 5 June at Gallagher Convention Centre, that commitment takes centre stage.

Read more...
Back-up securely and restore in seconds
Betatrac Telematic Solutions Editor's Choice Information Security Infrastructure
Betatrac has a solution that enables companies to back-up up to 8 TB of data onto a device and restore it in 30 seconds in an emergency, called Rapid Access Data Recovery (RADR).

Read more...
Key design considerations for a control room
Leaderware Editor's Choice Surveillance Training & Education
If you are designing or upgrading a control room, or even reviewing or auditing an existing control room, there are a number of design factors that one would need to consider.

Read more...
CCTV control room operator job description
Leaderware Editor's Choice Surveillance Training & Education
Control room operators are still critical components of security operations and will remain so for the foreseeable future, despite the advances of AI, which serves as a vital enhancement to the human operator.

Read more...
A passport to offline backups
SMART Security Solutions Technews Publishing Editor's Choice Infrastructure Smart Home Automation
SMART Security Solutions tested a 6 TB WD My Passport and found it is much more than simply another portable hard drive when considering the free security software the company includes with the device.

Read more...
Navigating the complexities of privileged access management
Editor's Choice Access Control & Identity Management
Privileged Access Management and Identity Access Management are critical pillars of modern cybersecurity, designed to secure access to sensitive resources, enforce principles like least privilege, and implement just-in-time access controls.

Read more...
Rewriting the rules of reputation
Technews Publishing Editor's Choice Security Services & Risk Management
Public Relations is more crucial than ever in the generative AI and LLMs age. AI-driven search engines no longer just scan social media or reviews, they prioritise authoritative, editorial content.

Read more...










While every effort has been made to ensure the accuracy of the information contained herein, the publisher and its agents cannot be held responsible for any errors contained, or any loss incurred as a result. Articles published do not necessarily reflect the views of the publishers. The editor reserves the right to alter or cut copy. Articles submitted are deemed to have been cleared for publication. Advertisements and company contact details are published as provided by the advertiser. Technews Publishing (Pty) Ltd cannot be held responsible for the accuracy or veracity of supplied material.




© Technews Publishing (Pty) Ltd. | All Rights Reserved.