Printing a PCFRA Summary for the Secure Information Box

How to Use the Print Feature

To generate a printed report or a PDF of a resident’s PCFRA, follow these steps within the system:

Navigate to the PCFRA Module: From the left-hand sidebar, select Compliance and then PCFRA Management.

Locate the Resident: Use the Filter section at the top of the page. You can search by "Building name," "Contact name" (Resident), or "Unit Name."

Select the Record: Find the specific resident in the results table (e.g., John Smith).

Execute the Print Command:

• Single Print: Click the Print button located above the table. This will typically generate a document based on your active filters.
• Action Menu: Alternatively, click the three-dot menu (⋮) under the "Actions" column for a specific resident to find direct document export or print options.

Review the Output: The system will generate a formatted document containing the User Agreement, Resident Characteristics, and specific evidence of mental or sensory health issues.

This printed summary should be placed in the building's Secure Information Box (SIB) located onsite, and must be kept up to date whenever a resident's PCFRA is reviewed or updated.

What is a Secure Information Box (SIB)? 

A Secure Information Box (also known as a Premises Information Box or PIB) is a secure, lockable box installed within or on a residential building that holds critical information for the Fire and Rescue Service during an emergency. The SIB is typically red and must be positioned where attending fire crews can easily find and access it.

In the context of the Fire Safety Act 2021 and the Fire Safety (England) Regulations 2022, the PCFRA is a vital document. Printing and maintaining these records serves three primary purposes:

Emergency Services Access (The "Grip File")

In the event of a fire, the Fire and Rescue Service (FRS) needs immediate, offline access to information about vulnerable residents.

• Secure Information Boxes: Printed PCFRAs (or summaries thereof) are often placed in a building’s Secure Information Box.
• On-Site Coordination: If digital systems fail or are inaccessible during an emergency, a physical printout ensures that responders know exactly which units contain residents with mobility, cognitive, or sensory impairments.

Legal Compliance & Audits

The "Responsible Person" (RP) is legally required to record fire safety arrangements.

• Evidence of Engagement: A printed report includes the "User Agreement" and "I Agree" confirmation, proving the resident was consulted and their data handled according to UK GDPR.
• Audit Trails: During a local fire authority inspection, having a physical "compliance folder" that mirrors your digital records demonstrates a robust, multi-layered management approach.

Vulnerable Person Form

The PCFRA is the foundation of our Vulnerable Person Form known as Resident Safety Support Form on the system.

• Resident Copies: Regulations require that the evacuation strategy be shared with the resident in a format they can understand. Providing a printed copy of their specific assessment and agreed evacuation plan ensures they have a physical reference in their home.