What belongs in a hold-open system maintenance log?

A complete log contains the master data of the operator and the property, details of the technical approval, proof of qualification of the inspector, and detailed test results for all individual components (trigger device, hold-open mechanism, door closer). It also includes documented defects, completed repairs, detector replacement status, photos of the system, and digital signatures.

Who is authorized to perform the annual maintenance?

The annual maintenance must only be performed by a certified specialist for hold-open systems. The requirements for these specialists are defined in standards like DIN 14677-2. They must possess the necessary qualifications, manufacturer training certificates, and regular refresher training to legally assess proper functionality.

Which trigger paths are tested?

All trigger paths of the hold-open system must be tested. This includes automatic triggering by introducing test gas into the smoke detectors, manual triggering via the manual release button ('Close Door'), and triggering upon power failure (fail-safe release of the hold-open magnets).

How are defects and detector replacements documented?

Defects are precisely described in the protocol, ideally documented with photos, and assigned a deadline for resolution. The replacement of smoke or heat detectors must be recorded with the manufacture/installation date to transparently monitor replacement intervals according to DIN 14677 and log them in the system files.

Brandschutz7

Hold-Open System Maintenance Log – Template according to DIN 14677

Name: ProtocolHero
Brand: ProtocolHero

Regular maintenance and inspection of electrically controlled hold-open systems (FSA) is essential for preventive fire protection. With our digital template, you can document the testing of all components such as smoke detectors, hold-open magnets, and door closers seamlessly and professionally. Ensure the operational readiness of your fire doors and generate audit-proof test reports directly on-site.

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Preview of the “Hold-Open System Maintenance Log – Template according to DIN 14677” template

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Short answer

What is the “Hold-Open System Maintenance Log – Template according to DIN 14677” template for?

Professional maintenance log for hold-open systems (FSA). Document the annual inspection in accordance with DIN 14677 digitally and securely.

Use case: Brandschutz
Captured data: Master data of operator, property, and system inventory (logbook reconciliation), Proof of qualification of the specialist for hold-open systems (DIN 14677-2), Capture of hold-open systems and fire barriers as repeatable units
Result: A structured form that can be completed directly in the browser and reused in ProtocolHero.

Check the template against the technical, contractual and legal requirements of the specific case. ProtocolHero does not replace professional assessment.

Inhalt der Vorlage

What is included in the maintenance log?

Master data of operator, property, and system inventory (logbook reconciliation)

Proof of qualification of the specialist for hold-open systems (DIN 14677-2)

Capture of hold-open systems and fire barriers as repeatable units

Testing of smoke/heat detectors, manual release, and power failure behavior

Functional check of hold-open magnets, door closers, and closing coordinators

Documentation of detector replacements, maintenance intervals, and test labeling

Defect recording, repair planning, and digital signature with photos

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Easily adapt the template to the specific approval documents, manufacturer logbook, and on-site system history.

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Why Hold-Open System Maintenance is Documented

Hold-open systems keep fire doors open during daily operations but must close them reliably in the event of a fire. Since these are safety-critical lifesaving systems, complete documentation of every maintenance measure is required by law and insurance companies. Proper maintenance protects human lives in emergencies and shields operators from severe liability risks.

A seamless inspection protocol serves as proof for authorities, property insurers, and fire protection agencies. It demonstrates that the system was maintained in accordance with generally accepted engineering standards and is fully operational.

Compliance with operator obligations under local building codes and workplace directives
Legally compliant documentation of the annual maintenance according to DIN 14677
Protection against liability claims in the event of damage through transparent functional proof

Components, Approvals, and System Inventory

Every hold-open system must be viewed as an integrated system whose components are perfectly coordinated. The basis for every inspection is the respective national design approval (e.g., DIBt in Germany) and the manufacturer-specific logbook.

As part of the documentation, the precise system inventory must first be recorded and matched with the approval documents. This is the only way to ensure that no unauthorized components are installed and that the system complies with the approved state.

Recording of manufacturer, model, and approval/license number
Reconciliation of installed components with the initial acceptance report
Verification of the availability and completeness of the manufacturer's logbook

Triggering, Hold-Open, and Safe Closing

A critical core area of maintenance is the smooth interaction of the trigger device, the hold-open mechanism, and the actual barrier (door or gate). This involves testing whether the detectors release the hold-open mechanism without delay upon smoke detection, manual activation, or power failure.

In addition, the closing area, complete door closure, and—for double-leaf doors—the correct closing coordination must be checked. Any obstacle in the closing area or an incomplete closure of the door represents a significant safety risk and must be documented and resolved immediately.

Testing smoke and heat detectors using suitable test gas/heat
Checking the manual release button (the 'Close Door' label must be legible)
Verifying the closing process from any opening angle
Ensuring correct closing coordination for double-leaf fire doors

Defects, Detector Replacement, and Logbook

If defects are found during maintenance, they must be documented in detail, categorized by severity, and assigned clear deadlines for repair. The periodic replacement of fire detectors according to DIN 14677 (usually after 5 or 8 years, depending on manufacturer specifications and system type) must also be recorded precisely in the log.

Following successful maintenance and the resolution of any defects, a test label is applied to the system. All performed tasks, measured values, and replaced wear parts are documented in the system's logbook to maintain a complete history.

Categorization of defects (e.g., minor, safety-critical) with photo documentation
Recording the installation date and planned replacement year of the smoke detectors
Issuing the inspection sticker and updating the physical or digital logbook

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