FireproofingCare & maintenance · Planning guide
The passive fire-protection records to request at handover
Make the record usable by the next building manager, not just the construction team.
This guide helps you prepare a professional conversation. It does not specify a rated system, product thickness or installation method.
Records need a building location
Hilti’s current Firestop Resource Center describes documentation tools that connect penetrations, photographs, system approvals and inspection records. The useful principle for an owner is traceability: a document should be connected to a recognizable part of the building. Buying a particular software tool is not the same as having a complete or accepted record.
Agree the format before the project ends
Ask for a handover index that lists the relevant drawings, location references, accepted details, installation records, inspection outcomes and unresolved items. Establish who checks completeness and who owns the final copy. Request a practical export where a contractor uses a proprietary platform, and identify how the owner will retain access after the contract ends. Test that a manager can find one known location using the delivered information.
Keep changes visible after occupancy
Nominate a responsible person to update the record when services or building uses change. Link subsequent work orders and repair records to the same location references. Distinguish an open issue, a completed action and an accepted closeout instead of silently replacing an old photograph. This editorial checklist is a starting point for a handover discussion; the professional team and applicable local requirements determine the actual records and inspection obligations for the property.
Test access before the contractor leaves
Ask a facilities colleague who was not involved in construction to locate one documented penetration or protected area from the handover package. Can they find the floor, the relevant accepted detail and the latest status without contacting the departing site supervisor? Record any navigation problems and request a corrected index while the project team is still available. Back up the final owner copy according to the organization’s document policy. Where a platform requires ongoing licensing, clarify the account owner and export arrangements before relying on it as the only archive.
Primary sources & further reading
Published November 11, 2026 · Fireproofing.tv editorial desk