BS 8214 · inspection records
● records

Practical checklist

BS 8214‑style records — systematic & traceable.

Structure evidence per door so repeat visits, remedials and exports stay comparable. This is workflow guidance — not legal advice or a substitute for the standard.

Follow your policies, BS 8214, and competent-person decisions for assessments.

Per-door Repeatable fields Audit-friendly

Use the long-form guide for photo standards, retention and handover — this carousel is the shape of the record, not the full standard text.

Per door

Inspection record · FD-112
IdentityStable ID · consistent locationOK
OutcomesSeverity · checklist · fail reasonsOK
EvidencePhotos & notes for each findingOK
HistoryVisits + remedials on same recordOK
Sign-offNamed user · timestamp · linked visitOK
ExportsPDF dated · matches register filterOK

Auditors pick up the story when identity, outcomes, evidence and history stay on one door record.

Gap-check: if a field only exists in a PDF attachment, it is not yet a structured part of the live record.

Minimum viable

Practical test
✓Unique door ID — no drift between visits
✓Comparable outcomes across inspectors
✓Enough photos/notes to justify findings
✓Change history after remedials visible
✓Location text matches hierarchy everywhere
✓Retained media still resolves to the same door ID

When these hold, a new inspector or reviewer can follow the door without chasing side channels.

Treat “minimum viable” as the bar for a programme audit sample — not just a single hero inspection.

Team & outputs

Consistency · PDF
Shared checklists & fail reasonscompare
QA before export — gaps & location driftQA
PDF generated from live recordmatch
CSV register export · same door IDs as PDFsync
Portal pack · client-visible subset onlyscope

Full detail is in the guide below — including photo standards and handover.

Guide below Documents →

Next: align glossary terms with your checklist so exports read the same in the office and on site.