Premises Information Box Checklist

A Premises Information Box (PIB) is only useful if it contains the right information — and if that information stays current. This checklist helps duty holders build a PIB that supports both compliance and emergency readiness.

Core PIB checklist

1) Building identity & contacts

• Site address and building use
• Duty holder / responsible person contacts
• Out-of-hours contact numbers
• Key contractors (maintenance, safety systems, etc.)

2) Access & navigation

• Site access instructions and restrictions
• Key locations (plant rooms, risers, shut-offs)
• Floor plans and site layouts
• Notes about vulnerable areas or special considerations

3) Systems & safety-critical information

• Safety system overview (alarms, suppression, etc.)
• Locations of key controls and isolation points
• Known risks and mitigation notes
• Incident support notes (where relevant)

4) Evidence & records

• Inspection schedules and completed reports
• Certificates and key documentation
• Remedial actions: what was done, by whom, when
• Change logs and approvals

5) Governance and updates

• Ownership: who maintains each section
• Review frequency and triggers (e.g., after building changes)
• Version control (especially for plans and records)
• Access permissions (view vs edit roles)

How to keep the checklist manageable

• Keep the PIB “curated”: store essentials, link to deeper archives
• Standardise file naming and folder structure
• Use an update log so changes are transparent

Next steps

Use this checklist to review your current PIB and identify gaps. If you want help structuring or updating your PIB, explore our services or request a quote tailored to your building or portfolio.