BAseliine data

​Why Baseline Data is Critical for Effective Fire Protection and Annual Fire Safety Statements (AFSS)

In the fire protection industry, data is more than just numbers — it’s the foundation of safety, compliance, and performance. Among the most valuable yet often overlooked types of data is baseline data. This information is critical not only for maintaining fire safety systems but also for ensuring the accuracy and reliability of Annual Fire Safety Statements (AFSS). Whether you manage a single building or oversee a portfolio of properties, understanding and leveraging baseline data is essential to uphold your legal and operational responsibilities.
What is Baseline Data?Baseline data refers to the original specifications, installation records, and performance parameters of fire safety equipment and systems at the time of commissioning or certification. This includes, but is not limited to:

• Fire detection and alarm system schematics, as built drawings, block plans
  
• Hydrant systems schematics, as built drawings, block plans, flow rates and pump curves
  
• Sprinkler system layouts and pressure tests
  
• Passive fire protection details (e.g. fire doors, dampers, penetrations), also known as passive fire registers
  
• Control interfaces and cause-effect logic for occupant warning systems
  

This data represents the ‘as-built’ performance expectations against which all future inspections, maintenance, and testing activities are compared.
Why is Baseline Data So Important?1. Benchmarking for Performance TestingAll prescribed fire safety measures must be tested annually for proper function. Without baseline data, technicians have no point of reference for what “correct” operation looks like. For example, if a hydrant system delivered 30L/s at commissioning but is now delivering only 20L/s, this may indicate a performance issue that would go unnoticed in the absence of baseline benchmarks.
2. Informed Maintenance and TroubleshootingWhen faults arise or components degrade over time, baseline data allows service technicians to quickly identify anomalies and root causes. Whether it’s a loss of pressure in a sprinkler system or a delayed activation in a smoke detection circuit, knowing how the system was designed to behave is vital for accurate diagnosis.
3. Regulatory Compliance and Liability ProtectionAFSS declarations rely heavily on the accuracy of the inspections and tests performed. Inaccurate or unverifiable data can lead to incorrect sign-offs — potentially exposing owners, facility managers, and certifiers to legal liability. Having detailed baseline data ensures that your AFSS is backed by objective evidence.
4. Future System Upgrades and ModificationsAs buildings change use or are expanded, existing fire protection systems often need to be upgraded. Without baseline data, integrating new components or retrofitting existing systems becomes a guessing game, increasing the risk of incompatibility or non-compliance.
5. Improved Asset Management and Lifecycle PlanningTracking the original performance and condition of equipment helps asset managers plan for lifecycle replacements and upgrades. It also enables trend analysis over time, highlighting systems that may be underperforming or nearing the end of their service life.
Baseline Data in AFSS PreparationThe Annual Fire Safety Statement is a declaration that all fire safety measures in a building have been assessed and found to be compliant with relevant standards and performance levels. In preparing an AFSS, inspectors and competent fire safety practitioners (CFSPs) must verify that systems operate as originally intended — not just that they “work”.
Without baseline data:

• System performance cannot be validated with confidence
  
• Faults may be incorrectly assessed or missed altogether
  
• Statements may be based on subjective judgment instead of factual evidence
  

Conversely, with accurate baseline data:

• Assessments are objective, consistent, and defensible
  
• Documentation supports due diligence in legal or audit scenarios
  
• The risk of AFSS rejection by local councils is significantly reduced
  

How to Establish and Maintain Baseline Data

1. At Commissioning: Ensure all relevant data is captured at the time of installation or system upgrade. Store this securely and make it accessible to service providers.
   
2. Digital Documentation: Use fire protection asset management software to store, update, and retrieve baseline data.
   
3. Regular Reviews: Audit baseline data annually to confirm it reflects any system modifications or reconfigurations.
   
4. Training and Awareness: Educate technicians, building managers, and CFSPs on the importance of referencing baseline data in inspections and testing.
   

ConclusionBaseline data is the silent guardian of fire safety systems — quietly ensuring that your equipment is measured, maintained, and managed according to its original intent. For building owners and managers, investing in the creation and preservation of baseline data is not just a regulatory obligation; it’s a best-practice approach that underpins safety, compliance, and operational excellence.
If you haven’t reviewed your building’s baseline data recently, now is the time to act. It could make all the difference in the accuracy of your next AFSS — and in the safety of your occupants.