Inspections

It's very important to submit your inspections.

You can inspect as many doors as you like in a RiskBase inspection but once you are done for the day, you must:

1. Submit your inspection.
2. Sync your device.
3. Ensure the sync has completed before closing the RiskBase app.

Once submitted, the information gathered in your inspection will be saved in the RiskBase cloud. The next inspector to visit the building, whether that's you or a colleague, will have the most up-to-date information to work with.

Regular Inspections

Regular inspections of a property and its elements such as fire doors, alarm control panels, lifts, and other safety-related features are crucial to ensuring the safety and functionality of the building. These inspections help in identifying potential hazards, ensuring compliance with safety regulations, and maintaining the proper functioning of essential systems.

RiskBase enables responsible organisations to

• Follow a predefined schedule for inspections based on manufacturer recommendations, industry standards, and regulatory requirements.
• Utilise competent, internal staff as well as external consultants to complete the inspections.
• Keep detailed records of inspections, repairs, and maintenance activities for documentation and compliance purposes.

Elements

Everything in a property is an 'Element'

• Alarm Control Panel.
• Communal Area.
• Communal Fire Door.
• Fire Door.
• Fire Stopping Finding.
• Lifts.
• Suppression Systems.
• Etc.

RiskBase enables you to build a structured database or information management system that contains detailed information about the elements in a building or infrastructure project. It serves as a central repository for storing, managing, and accessing crucial information about various components, materials, equipment, and systems.

Regular assessments are integral to effective asset management. These assessments involve evaluating the condition of each asset or element within a building or infrastructure to determine its current state and identify any necessary remediation or maintenance needs.

The assessment process typically includes

• Condition Evaluation Inspecting and assessing the physical condition of each asset. This could involve visual inspections, measurements, tests, or utilizing sensors for data collection.
• Data Collection Gathering relevant data related to the asset's performance, age, usage, and any issues encountered during its operation.
• Analysis Analyzing collected data to determine the asset's current state, potential risks, and any deterioration or malfunctions.
• Identifying Remediation Needs Based on the assessment findings, identifying necessary remediation actions such as repairs, replacements, upgrades, or maintenance activities required to address any issues or deterioration observed.
• Prioritization Prioritizing remediation actions based on criticality, safety concerns, impact on operations, or cost-effectiveness.
• Documentation and Reporting Documenting assessment results, remediation plans, and creating reports to communicate findings to relevant stakeholders.

By incorporating regular assessments into the asset management process, the element register can be updated with the latest information about the condition of each element. This helps in proactive maintenance planning, cost-effective decision-making, and ensuring that assets are functioning optimally throughout their lifecycle. Moreover, it assists in predicting potential issues and avoiding unexpected failures, contributing to improved operational efficiency and cost savings.

Door Inspections

Communal Fire Doors vs Flat Entrance Doors

The Fire Safety England Regulations require that both Fire Doors and Flat Entrance Doors are inspected on a regularly.

• Fire Doors require a Quarterly Check
• Flat Entrance Doors require an Annual Check

Best Endeavours

It will not always be possible to perform full inspections of fire doors and flat entrance doors in a given period due to lack of access.

The goal of best endeavours is to ensure that reasonable efforts have been made to gain access to the doors to complete the inspections. This means it's important to record every 'attempted but not completed' inspection of each door.

At the end of a period, whether three or twelve months, the best endeavours can be demonstrated and reported on.

Sign In

Sign in to the RiskBase app on you mobile device or your web browser.

Learn How

Download Assets

Download assets to your device so you can complete checks and inspections without an internet connection.

Learn How

Create New Inspection

Perform an Inspection of Fire Doors or Fire Equipment

1. Press on an asset (property) to open the asset page.
2. Scroll down to and press on Management Summary.
3. Click + Create Fire Door Inspection or + Create Fire Equipment Inspection.

Include Element

Add New and Existing Elements to an inspection

1. Create an inspection.
2. Scroll down to the 'Asset Elements' section.
3. Press on an element type.
4. Press Add New, Add Existing, Find by QR or Find by Pin.

Add New Element

If a particular element does not already exist in RiskBase:

1. Press Add New to create a new element and include it in the inspection report.

Add Existing Element

If a particular element already exists in RiskBase:

1. Press Add Existing, Find by QR or Find by Pin.
2. Press on the icon to filter for outstanding elements. These are elements that have not had a full inspection in the current period.
3. Select one or more element and press Add.

Photo

Attach a Photo of the element

1. Press on the photo field.
2. Use your devices camera to take a photo or select a photo from your devices photo library.
3. Press Use Photo.

Photos can be updated at a later date but it's worth capturing a high-quality image so future visitors to the element can easily identify it.

QR

Link a QR Code to the element

1. Attach a RiskBase QR Code label to the element.
2. Inside the RiskBase app inspection, press on the QR field.
3. Point your devices camera to the QR Code label.

This will create a link between the physical element and the data held in RiskBase.

In the case of a fire door, it's common to attach the label to the hinge side door jam to keep the labels descreet. It's down to each organisation where they choose to attach the labels.

Pin

Drop a Pin to identify the element's location

1. Press on the Pin field.
2. Select the relevant floor plan.
3. Tap on the screen to drop the pin.
4. Pinch to zoom and drag the pin around to refine the location.

There is no requirement to record every piece of information on an initial visit. Information in RiskBase is designed to be reviewed and built upon over time.

If floor plans are not available or you don't yet have QR Code labels, skip these steps.

Specification

Record information about the element

Each element has a set of fields to record the specific information required. Field types include: text, drop-down, number, date, time or image.

1. Fill in the information you can.
2. Do not provide any information unless you are sure of the accuracy.

There is no requirement to record every piece of information on an initial visit. Information in RiskBase is designed to be reviewed and built upon over time.

If you don't feel qualified to provide any of the information requested, leave the fields blank. This information can be filled in at a later date.

Access

Record whether you gained access to the element

Checks of elements included in inspections are marked as completed by default but if you cannot complete an inspection, you must record the attempt.

Mark a check as 'Attempted but not Completed'

1. Press on Annual Check or Quarterly Check.
2. Press on Attempted But Not Completed.
3. Provide remarks to explain why the inspection couldn't be completed.

Condition

Assess the Condition of an element

1. Press on the condition check.
2. Work through the checklist of considerations, agreeing or disagreeing with the statements. Relevant actions are suggested as the checklist is completed.

Add Recommended Actions

1. Scroll down to view suggested actions.
2. Press on a suggested action.
3. Update the 'what to do' and 'why to do it' text fields, category, severity and timescale if required.
4. Take or attach photos if appropriate.
5. Press Save.

Multi Author

Collaborate with colleagues

When more than one person is on-site performing door inspections at the same time, use Multi Author to collaborate and contribute to the same inspection.

It is important not to create two separate inspections at the same time because of the risk of duplication. By contributing to the same inspection, colleagues can keep track of each other's progress.

Add Authors

1. Press on the Assessment Overview at the top of the inspection screen.
2. Scroll down to the multi-author sections.
3. Press on the blue Add Author link.
4. Select one or more of your colleagues.
5. Press Done.
6. Additional authors can now press on your In-Progress inspection.

At the end of an inspection in which multi-author has been used, ensure that every author syncs their device before one of the authors submits the inspection.

Submit

Submit your inspection at the end of each visit

A regular check or inspection provides a snap shot of the elements inspected that day.

It is important to submit an inspection at the end of every visit to the site to ensure the data held in RiskBase is always up to date.

When the next inspection is undertaken, which could be the following day, week or month, inspectors need to be able to:

• Filter for elements that still require checks.
• View up-to-date specification about the elements.
• See outstanding actions.

Submit an assessment

1. Scroll to the top of the Inspection screen and press Submit.
2. When prompted press Submit again to confirm you have completed the inspection.