Written by: NoClaims - Last updated: 11-06-2026 at 14:41 hrs
A fire-safe building does not start only with the right installations, but also with watertight record-keeping. Who checks the fire extinguishers, when was the fire alarm system last inspected and has the evacuation drill already been recorded?
As a manager, you are legally required to record all this data in a logbook. In this article you can read what belongs in it, who is responsible and how to switch to a digital approach that is always in order.
The logbook starts with the basic details of the installations and the delivery certificates, linked to the right property. After that you record maintenance, inspections, malfunctions and drills. The annual inspection of the fire alarm system is mandatory. You can find an overview of all mandatory inspections in mandatory inspections for an office building.
The obligation is anchored in the Building Decree and the NEN standards, in particular NEN 2654 for fire alarm systems. The logbook is kept chronologically from commissioning until decommissioning.
During an inspection, the logbook is one of the first documents the fire brigade or municipality asks for. An incomplete or missing logbook counts as evidence that you are not meeting your duty of care, regardless of whether the installations are technically in order.
Responsibility lies with the manager of the fire alarm system, usually the property manager or the owner. Daily input can be delegated, but ultimate responsibility remains with the manager.
Do you outsource maintenance? Then you must check that external parties deliver their records and that these are processed in your logbook. A logbook kept only by third parties without your supervision does not meet the obligation.
A paper logbook is not always kept consistently, gets lost and gives no warning when an inspection is about to expire. During an inspection you also have to be able to present it physically.
A digital logbook records everything chronologically and immutably, is always accessible and sends an automatic notification as soon as an inspection approaches.
In four steps you set up your fire safety records fully digitally.
Through a central dashboard you register all fire safety installations per property, manage the documents and automatically receive a notification when an inspection approaches. External parties record their work through the platform, while you monitor progress.
This way you always demonstrably meet your record-keeping obligation, without paper folders. Request a no-obligation quote to see how this works for your buildings.
Yes. Based on the Building Decree and NEN 2654, as a manager you are required to keep a logbook from commissioning onwards. It must be able to be shown during an inspection.
Installation details, dates and results of inspections and maintenance, malfunctions with cause and corrective action, evacuation drills and the names of responsible persons.
Yes. A digital logbook meets the legal requirement, provided the records are chronological and complete and can be shown immediately during an inspection.
As long as the installation is in use. In practice, the logbook is transferred upon sale or transfer of the building.
Responsibility lies with the manager of the fire alarm system. Daily input can be delegated; ultimate responsibility remains with the manager.