AFSS supporting evidence: what to keep (and how to organise it)

An AFSS is stronger when it’s backed by clear, retrievable evidence: service reports, test results, certificates and rectification notes tied to each measure on your Fire Safety Schedule. This guide suggests a simple folder structure and evidence register approach.

On this page

• Quick answer

• A simple evidence register

• Folder structure that works

• FAQs

• Official references

Quick answer

Keep evidence that maps to each measure on your Fire Safety Schedule (reports + test results + rectification notes).
Store lodgement receipts/confirmations for council and FRNSW together with the statement.
Use a one-page evidence register so anyone can find the right file quickly.

A simple evidence register

Use a single table (spreadsheet or doc) with columns:

Measure name (as written on the schedule)
Contractor/practitioner
Date assessed
Evidence file name / link
Status (OK / defect / rectified)

Folder structure that works

/Building Name - Address/
  /2025 AFSS/
    AFSS-signed.pdf
    Fire-Safety-Schedule.pdf
    Lodgement-Receipts/
    Evidence/
      01-Fire-Detection-Alarm/
      02-Emergency-Lighting/
      03-Exit-Signs/
      ...

Keep it boring and consistent. The goal is retrieval, not perfection.

FAQs

Do I lodge all evidence with the AFSS?

Often you lodge the statement itself; evidence is commonly retained for records and produced if requested. Confirm your council’s requirements.

What’s the easiest way to organise evidence?

Create one folder per building per year, and sub-folders per measure (or per contractor visit). Keep a one-page index that links measures to files.

Should we keep invoices as evidence?

Invoices help show timing and supplier details, but they are not the same as service/test reports. Keep both.

What if a measure was repaired after testing?

Keep both the defect report and the rectification evidence so the record is clear.

Official references

Always confirm current requirements with your council and Fire and Rescue NSW.

Get the NSW checklist

We’ll email the checklist + occasional updates as tools go live.

AFSS lodgement checklist (NSW)
Links to official templates
Common mistakes that cause delays

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