Door register
One door, one record: identity, evidence, and history.
Resources • glossary
Fire door inspection workflow glossary
Use this page as the shared language behind the resource library: the core terms that keep inspection records, audit trails, remedials and outputs joined up across repeat visits.
- Door register
- Door IDs
- Audit trail
- BS 8214 records
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How to use this glossary
Audit trail
Inspections → remedials → outputs, with links intact.
BS 8214 records
Consistent evidence packs that survive handover.
Door register
A door-by-door dataset that stays stable over time so inspections, photos, remedials, and outputs remain linked.
What it should include
- Identity: door ID, location hierarchy, and tag/label identifiers (if used).
- Inspection evidence: outcomes, notes, severity, and consistent photo evidence per door.
- History: dates, inspectors, re-inspections, and changes over time.
Common mistakes
- IDs drift: the same physical door becomes multiple records across visits.
- Evidence detached: photos stored in folders instead of attached to the door record.
- Inconsistent checklist: pass/fail and severity vary by inspector.
Door IDs
A stable door ID is the glue that keeps evidence and history attached to the right opening across repeat visits.
- Stable: don’t reuse IDs for different openings.
- Human-readable: short enough to work on site and in PDFs.
- Searchable: you can find a door by ID quickly without guessing location wording.
Rule of thumb
- Decide the scheme once: then train everyone to stick to it.
- Use tags carefully: QR speeds visits, but it still must point to a stable ID.
- Handle replacements explicitly: decide when an ID stays vs when a new ID is created.
Audit trail
A chain of evidence that answers: what was inspected, what changed, what work was done, and who signed it off.
Step
Inspections
Door-by-door evidence captured consistently (outcomes, notes, severity, photos).
Step
Remedials
Tasks inherit context and keep before/after evidence attached to the same door record.
Step
Outputs & sign-off
PDFs and signatures trace back to the underlying record and history.
BS 8214 inspection records
A practical way to think about record-keeping: what you must keep, how you keep it consistent, and how you prove continuity across visits.
Consistency rules
- Minimum dataset: define the fields you always record per door.
- Evidence pack: define the photo set that makes before/after clear.
- QA checks: validate missing IDs, missing photos, and inconsistent ratings before exporting.
Why it matters
- Handover friendly: new inspectors can follow the same structure.
- Audit friendly: the story reads door-by-door without hunting through folders.
- Client friendly: reports stay comparable year to year.
Remedials severity
A workflow tool: make urgency explicit so teams can plan work consistently and report progress clearly.
What “severity” means here
Severity is the field you use to prioritise work in your workflow (e.g. Low/Medium/High) so it is filterable, schedulable, and reportable.
Important note
This glossary describes workflow concepts, not legal or competent person guidance. Always follow your organisation’s policies, building owner requirements, and applicable standards when assessing risk and urgency.
Next step
Want the full playbooks?
Use the resources hub for checklists on inspection evidence, audit trails, tagging, onboarding and the wider platform workflow behind those terms.