Some fire risks are formed over time from accumulated dust, grease or airborne debris.  Combating these requires a management process to control and periodically thoroughly remove this unwanted build up, in accordance with the recognised industry standards or guidance documents.  Failure to do this could result in prosecution for a charge of negligence.

Here are the basics of compliance in a nutshell: 

1. Your legal responsibilities

Kitchen Extract Fire Safety Cleaning

In accordance with TR/19, the leading guidance document concerning ventilation ductwork hygiene issued by BESA, all ventilation ductwork must be cleanliness classified as high, medium or low; this will determine how frequently ductwork must be tested and at what point they should be cleaned.  There are tables in TR/19 to help. In the case of kitchen extract ductwork, they are a category of their own and cleaning frequency will depend on the rate of grease accumulation which is associated with how long the kitchen is in use and the type of cooking carried out. Kitchen extracts will always require close management because grease deposits represent a considerable fire risk, there are many cases of serious fires associated with grease laden kitchen extract ductwork.  

Fire Damper testing and maintenance

Fire damper testing and cleaning is a legal requirement under the Regulatory Reform (Fire Safety) Order.  Fire dampers must be tested in accordance with BS9999: 2017, using a method known as ‘drop testing’.  All fire dampers must be tested annually, regardless of type.

2. Keep it clean

To remove grease in kitchen extract ductwork, you have to gain access to the entire system.  This may mean installing access doors so that operatives can access the system fully and regularly, in order to remove all grease and achieve TR/19 compliance.  In some cases, access platforms or other alterations may also be required to ensure safe access to the ductwork.

Accumulated dust and debris can prevent fire dampers from working correctly.  Again, you must have access to fire dampers in order to drop test, clean and maintain them on a regular basis, so that, should the worst happen, you can rely on them to do their very vital fire safety job. 

3. Safeguard your insurance

Failure to properly clean extract systems or maintain fire dampers can compromise your insurance.  If your property is damaged by fire and the insurer will not pay out due to negligence, the effect can be catastrophic.  Certification of all work is essential; if a fire should occur, you need to be able to demonstrate that you have done all you can to achieve and maintain compliance. 

4. Appoint a responsible person

Under the Oct 2005 Regulatory Reform (Fire Safety) Order, which came into effect in April 2006, building operators must appoint a responsible person for fire safety.  Their responsibility is to ensure compliance with Fire Safety Regulations, particularly TR/19; and BS9999: 2017.  They will also need to make sure that cleaning is conducted in accordance with buildings insurance policies and Workplace (Health, Safety & Welfare) regulations.

5. Comply with regulations

Compliance with TR/19 and BS9999:2017 should be high on the list of priorities of most property managers. 

Failure to comply can leave the responsible person open to prosecution by the Health & Safety Executive (HSE) under Fire Regulations or Health & Safety regulations.  In severe cases, custodial sentences could be imposed. 

6. Establish a process

In order to comply with all the regulations you must identify and assess the sources of risk; prepare a scheme for preventing or controlling the risk; appoint a person to be managerially responsible; implement and manage precautions; and keep records of the precautions implemented. 

7. Use a specialist

Most facilities managers will not have the specialist services needed to achieve and maintain compliance in-house; you will need to outsource.  If the company that you appoint has a positive relationship with leading industry bodies and insurance companies, you can be confident that you will receive a high quality service.  Expect to be given guarantees that all work is carried out to relevant BS, BESA, BSRIA, Health & Safety guidelines and regulations.  In addition, all work should be fully certified, and post clean photographic reports, with schematic drawings of the systems cleaned, should be provided on every kitchen extract clean. 

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