Premises records, ready at short notice
For independent day schools. Every check, drill and permit recorded where it happens, and one pack ready for the inspector, governors or the insurer, with the physics prep room’s records alongside.
01On record
What has to be on record
Premises and procedures
- Martyn’s Law applies where 200 or more people could reasonably be expected. Schools stay in the standard tier, whose duties are to notify the SIA and to have procedures for evacuation, invacuation, lockdown and communication.
- ISI inspects independent schools about every three years, with at most two days’ notice, and judges each standard met or not met.
- KCSIE makes a documented yearly review of web filtering and monitoring explicit.
The physics prep room
- A school that uses radioactive material as a teaching source needs HSE registration.
- Schools holding sources keep a source register and a use log, inspect sources visually every month, have them leak-tested annually and appoint a radiation protection supervisor.
- HSE’s radiation team is reported to have inspected schools that hold registration since April 2022.
Your own advisers and procedures decide what your school records. This page is about keeping those records, not advice on security, fire safety or radiation protection.
02First workflow
The first workflow we would build
The premises and procedures evidence pack. The site team’s daily checks are pinned to places on a map and recorded with a photo, the time and initials. Drills are logged with their start and end times and lessons learned, contractors are signed in and out against a permit, and faults become jobs with an owner and a fix date.
From those records, one pack for the inspector, governors, the insurer or the SIA assembles itself, with a completeness view that shows anything still open.
Initial conversation, then a paid workflow review, a one-workflow pilot and wider implementation. Each step ends with your decision. How we work
03Dates that matter
Dates that matter
- Martyn’s Law: the SIA publishes final guidance in autumn 2026, and duties are expected in spring 2027.
- KCSIE 2026 has been in force since 1 September 2026.
04Example
An example
Short 3D walkthroughs with fictional data follow a school site through its checks and drills, and a physics prep room through a term.
Every door, drill and check: the school site walkthroughEvery item accounted for: the physics prep room walkthrough
05Licences
Built in the Microsoft 365 you already have
Office 365 A1 is free for schools and A3 is £2.90 per staff user a month; the education plans include Power Apps and Power Automate with standard connectors. Anything needing an extra licence is flagged in the review, before you decide.
Next step
Which premises record would you least like to find at two days’ notice?
Tell us about one: daily checks, drills, contractor permits or the prep room’s source records. We will talk it through and suggest a sensible next step.
Prefer email? hello@oneinfra.co.uk