Identify the exact Fire Door
Record a unique door reference and enough location information to distinguish the asset from nearby doors. Where the inspection uses a digital register, the evidence should be attached directly to that persistent door record.
Record who inspected it and when
Retain the inspection date and time, the inspector identity and the organisation responsible for the inspection. Where location data is captured legitimately, record its availability and accuracy state rather than implying precision that was not available.
Record the scope and any limitations
State what type of inspection or check was carried out and what was not accessible or verifiable. Examples include restricted access, concealed components, missing product evidence or areas outside the agreed scope.
Capture observations and measurements in context
Record what was actually observed: condition, operation, measured gaps where required, component condition and relevant alterations. Measurements should be recorded with the location or aspect they relate to rather than as isolated numbers.
Use photographs to support the observation
Photographs are most useful when they show the specific issue and enough surrounding context to understand where it is. There is no universal fixed number of photographs that proves an inspection is adequate; evidence should be proportionate to the inspection and the finding.
Preserve the original evidence
Where a system creates resized or annotated report images, keep the original file as the source record. A useful evidence trail can record source, capture time, file integrity and whether the image came directly from the camera or another permitted source.
Connect evidence to specific findings
A photograph is more useful when it is tied to a finding, observation or door component rather than simply uploaded to a general property folder. This also makes review and reporting clearer.
Record proposed action and follow-up
Where a defect or uncertainty requires action, retain the recommendation, responsible party or work reference and later completion evidence where appropriate. That preserves the route from inspection finding to remedial outcome.
Keep review and approval history
If inspections are reviewed before reports are issued, keep the submission, return-for-correction and approval history separate from the field evidence itself. This shows how the approved record was reached without altering the original inspection evidence.
Keep evidence connected from inspection to report.
MYLU Fire links photographic evidence and findings to the Fire Door, preserves the source record and carries approved inspection information into professional reporting.