Reporting, Record Keeping, and Coordination with Authorities
This domain covers what happens after the test: documenting results, classifying deficiencies, managing impairments, notifying the owner and AHJ, and retaining records that can withstand review.
Core rules and concepts
- Reports should identify the system, location, test method, readings, deficiencies, and corrective actions. "Pass" alone is insufficient.
- NFPA 25 requires records of inspections and tests to be maintained and made available; NFPA 72 requires comparable documentation for alarm systems.
- Impairments are classified as preplanned or emergency. The impairment coordinatornotifies the owner, building occupants, and AHJ as required, and a fire watch may be needed.
- Tags and labels are aids, not complete records; the written report controls.
- Coordinate before water-discharge tests, shutdowns, or any test that affects building operations.
Worked example
You find a sprinkler control valve closed and locked in the wrong position. Restore it only if authorized and safe, then document the finding, the time, the person notified, and the restoration. If the system must remain impaired for repairs, notify the owner and AHJ, establish a fire watch if required, and record the impairment plan. The reasoning is that the record must show both the condition and the risk control, not just that someone reopened a valve.
Traps that cost marks
- Writing "deficiency noted" without location, severity, or referral.
- Failing to notify the AHJ when required during an impairment.
- Relying on a tag as the only record.
- Losing prior reports that establish the baseline for trend comparison.