What is a Premises Information Box (PIB)?

A Premises Information Box (PIB) is a secure place where critical building information is stored so it can be accessed quickly when it matters most — especially during an incident or emergency. For duty holders and building owners, a PIB is also a practical way to organise compliance information, keep records current, and demonstrate that building information is managed responsibly.

This guide explains what a PIB is, what it should contain, and how a digital PIB can make it easier to maintain accurate information across single sites and portfolios.

Why a PIB matters

When time is limited, decision-makers need clear, accurate information. A PIB helps by:

• Making essential building information easy to locate
• Reducing confusion from outdated or duplicated documents
• Supporting consistent compliance record-keeping
• Improving readiness for inspections, audits, and incident response

What should be in a PIB?

Every building is different, but most PIBs include:

• Building overview: address, use type, key contacts, access notes
• Plans and layouts: floor plans, key areas, access routes
• Safety information: critical systems, risks, and controls
• Maintenance and evidence: inspection logs, certificates, remedial actions
• Change history: what was updated, when, and by whom

Tip: A PIB is most useful when it is kept up to date and changes are recorded.

Who is responsible?

Typically, the duty holder / building owner (or their appointed responsible person) is accountable for ensuring the PIB is accurate, current, and accessible to authorised users.

Digital PIB vs physical PIB

A physical PIB can work, but digital PIBs often provide:

• Faster updates (no reprinting or manual distribution)
• Better version control (clear “single source of truth”)
• Role-based access (who can view vs edit)
• Easier portfolio management across multiple buildings

How to keep a PIB current

A simple approach:

1. Set an update cycle (for example quarterly, plus “change-driven” updates)

2. Assign owners for each information category (plans, certificates, contacts, etc.)

3. Log changes and keep evidence organised

4. Review after any major building change or remedial work

Frequently asked questions

What’s the difference between a PIB and general compliance files?

A PIB is the curated, critical set of information that’s structured for rapid access and clarity.

How often should we review our PIB?

Many organisations review at least annually, and more often for higher risk or frequently changing sites.

Next steps

If you want your PIB to be easier to manage, explore our PIB services and see examples in case studies, or request a quote tailored to your building or portfolio.