Annual Maintenance Statements and Reports

Statcom Systems can help you prepare your Annual Essential Safety Measures Report (VIC) or Annual Fire Safety Statements (NSW) and others as required by the various State Building Regulations. A range of services are provided by Statcom Systems which can result in the Annual Maintenance Statements/Reports being prepared and signed by Statcom Systems on behalf of the building owner or occupier.

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Special Client Needs

» Aged Care
» Real Estate Agents
» Retail Chains
» Commercial Offices
» Local Councils
» Schools
» Not for Profit

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Tel HQ: (03) 9894 3888
Fax HQ (03) 9894 4002
PO Box 540, Blackburn VIC 3130

Disclaimer: Statcom Systems has provided the content on this website in good faith. Statcom Systems accepts no responsibility or liability for the information contained on this website if found to be inaccurate, incorrect or misleading.


Statcom Systems Pty Ltd

ABN: 78 298 605 649

Managing Director, Tad Jung

Melbourne Head Office

Postal Address:
PO Box 540
Blackburn VIC 3130

Unit 7, 1st Floor
66-70 Railway Road (Cnr Mary Street)
Blackburn VIC 3130

Phone: (03) 9894 3888
Fax: (03) 9894 4002

Sydney Office

Postal Address:
PO Box 611
Burwood NSW 1805

Phone: (02) 9715 6336
Fax: (02) 9715 7663

Gippsland Office

Postal Address:
PO Box 58
Paynesville VIC 3880

Contact: David Deacon
Mob: 0408 994 300
Phone: (03) 5156 1064
Fax: (03) 5156 1024


Essential Safety Measures Services - Victoria

In Victoria, Statcom Systems services the needs of customers as far north as Albury/Wodonga, as far west as Portland in the south and Mildura in the north and the East Gippsland Region as far as Bairnsdale. Our clients have properties located over a vast area of Victoria. Schools, Food Stores, Nursing Homes, Shopping Centres, Warehouses, Offices, Churches, Op Shops and Sporting Complexes are located everywhere. Statcom Systems has supplied customised manuals and its services to more than 25 Local Councils and Shires throughout Victoria.

Essential Fire Safety Measures - NSW & ACT

In NSW, Statcom Systems services the needs of customers as far north as Tweed Heads, as far south as Albury and as far as Broken Hill in the west. Our clients have properties located over a vast area of NSW. Many properties are standalone, whilst many are also located within Westfield, Centro, Stockland and GPT Shopping Centres.

In and around the ACT, Statcom Systems manages compliance on behalf of its clients whose properties are spread west to Holt and Macquarie, south to Tuggeranong and Conder and north as far as Gungahlin. Properties in Queanbeyan are also managed from these ACT visits.

Essential Fire Safety Measures & Installations - QLD

In Queensland, our clients have properties as far south as Coolangatta, as far west as as Toowoomba, north as far as Bundaberg and several stores in and around the Gold Coast precinct. The Brisbane Regional HQ’s of our clients are also responsible for the properties over the border in NSW which are located in Tweed Heads, Byron Bay, Ballina and Coffs Harbour, for which Annual Fire Safety Statements are needing to be submitted to NSW based Councils.

Essential Safety Measures Compliance

Statcom Systems has supplied customised Essential Safety Measures Manuals and Cabinets for clients who have properties in other States. The intial surveys are carried out by Statcom Systems with ongoing management provided by our computer-based Inspection Monitoring and Reporting System Database. Where required Annual Onsite Audits allow us to carry out due-diligent checks before signing Annual Statements. The customised manuals are also updated during these visits.


Essential Fire Safety Measures Compliance

Statcom Systems has supplied customised Essential Fire Safety Measures Manuals and provided Compliance Management Services to a broad range of clients. Some have very specific needs as outlined below:


Aged Care

Statcom Systems has supplied its customised Essential Fire Safety Measures Manuals and its Compliance Management services to many Aged Care providers in Victoria and NSW. Fire Safety in the Aged Care sector is of paramount importance to the owners of these buildings. Not only is compliance with the local Building Regulations crucial to the welfare of the residents of these facilities, but the fear of losing their Accreditation also drives the Aged Care provider to want to remain compliant.

In addition to maintaining the Essential Fire Safety Measures installed in Aged Care buildings, Statcom Systems has also helped the Aged Care provider schedule the many other routine inspections needing to be carried out. Examples are hydraulic lifters, shower chairs, heart rate monitors, hallway grab rails and thermostatic mixing valves to name a few. Specialised versions of the manuals have been supplied to meet these important needs.

Real Estate Agents – Commercial & Industrial Properties.

Commercial Property Managers must advise Landlords who own Commercial and Industrial properties that they have an obligation under the new Building Regulations 2006 to:

  • Inspect, test and maintain the buildings’ essential safety measures in accordance with the standards which apply.
  • Record the maintenance inspections and any repair work.
  • Prepare an Annual Essential Safety Measures Report. (AESMR) each year.

For buildings constructed before 1 July 1994, the first Annual ESM Report must be prepared before 13 June each year with the first one due before 13 June 2009. The conditions of the Lease will often determine how the costs incurred can be apportioned between Landlord and Tenant.

Retail Chains

The Retailer with many stores throughout the country needs to have a system and a process which is compatible with all the different requirements imposed by regulatory bodies throughout Australia. Statcom Systems has helped many Retail Chains to meet these legislative requirements. Some require Annual Statements forwarded to Councils and Fire Brigades, whilst others need to have the Reports displayed in the buildings. Each different, each important to get right.

The Fire Safety inspections and tests are carried out in all states and territories according to the requirements of AS1851. The Statcom customised manuals have Inspections Records which record each AS1851 inspection as it is carried out. To comply with the different requirements in each state, the correct Annual Compliance Certificate is included, pre-prepared and ready for signing and submision to the various enforcement authority in that state or territory.

Another issue that arises is whether the Retail Chain owns the premises or leases them from a landlord, or if they are a tenancy within a large shopping centre and have to submit Annual Certification of their own Essential Safety Measures to the Shopping Centre.  Who is then responsible for the maintenance of Essential Safety Measures and the submission of the Annual Reports or Statements? With the compliance process that Statcom Systems offers, it need not matter. Statcom Systems has had experience with Owners, Tenants of small and large shopping centres, Shopping Centre Managers and Facilities Managers. Our systems can be customised to suit any situation.

Statcom Systems helps a number of Australia’s largest Store Chains meet their essential fire safety compliance obligations in Victoria, NSW, ACT, Queensland, TAS, SA and WA. With a mix of leased and standalone freehold properties, Statcom Systems prepares, and in many cases signs, the various Annual Certification and Reports/Statements for either Landlords, Shopping Centres or Councils and provides copies to be displayed. Statcom Systems schedules maintenance contractors for the Full Function Tests many Shopping Centres now require in order to meet the Interface Test of the revised AS1851-2012.

Commercial Offices

Commercial Offices can be standalone or part of a larger complex. They can have a common area that is managed by one group of people and the tenancies managed by another. A Body Corporate Manager may be engaged to manage all or some of the building. Statcom Systems has a great deal of experience in dealing with each of these situations. The customised compliance manual can be adapted to meet many situations. The Inspection Monitoring and Reporting System can manage the different needs of all these stakeholders.

Local Councils

The customised manuals and the Inspection Monitoring and Reporting System offered by Statcom Systems is employed by more than 25% of all the Local Councils in Victoria in one form or another. Many Councils have utilised the services of Statcom Systems to initially identify all the Essential Safety Measures in each of the Council’s many buildings and to supply a customised manual for each. Statcom Systems then supplies reprints of the manuals each year and the Council’s own staff manage compliance themselves. Other Councils have contracted Statcom’s computer-based Inspection Monitoring and Reporting System to ensure all inspections are carried out and that they are able to sign the Annual Essential Safety Measures Reports each year.

The needs of Local Councils vary. Civic Centres with their large staff numbers and high risk buildings, Libraries with its large numbers of public users visiting the facilities, Senior Citizens Centres with frail and elderly users, Child Care Centres and Kindergartens taking care of the very young, Aquatic Centres with Plant Rooms storing dangerous and hazardous chemicals and Entertainment Centres housing hundreds of people at a time. The need to ensure that each facility has its Essential Safety Measures maintained and operational at all times is of paramount importance. Especially given that the Council is often the enforcement body and needs to lead by example and demonstrate compliance to all other commercial building owners.


Statcom Systems has successfully implemented its system of customised manuals and computerised Monitoring and Reporting to many Private School operators. Some have also utilised Statcom Systems to carry out Quarterly Exit Door and Paths of Travel checks in order to help the school achieve compliance. Private Schools need to demonstrate compliance to the Board of Studies and are audited regularly to ensure they are meeting their obligations. Annual Essential Safety Measures Reports are an important means of verification that the Governing Body uses to check that Fire Safety systems are being maintained and are kept operational at all times.

Schools often have campuses away from the main school grounds which are used for outdoor educational purposes. These facilities often house chidren and teachers overnight and their Essential Safety Measures must be inspected and tested regularly to ensure they remain in an operational state in the event of an emergency. The process of compliance that Statcom Systems utilises can help ensure that the Essential Safety Measures in all buildings and at all campuses are being inspected and tested routinely.

Not for Profit

The Not for Profit sector has special needs in that it requires systems and processes that are effective, easy to apply and are not costly to implement. Every dollar spent in this sector needs to be accounted for and needs to benefit the community, not a commercial enterprise. The customised manuals that Statcom Systems offers are easy to use and can be utilised by people with only minimal computer skills. The Inspection Monitoring and Reporting System only requires email competence and the reports can even be submitted by fax for those persons who wish to complete them by hand.

Statcom Systems is supplying its services to one of the largest Not for Profit organisations in Australia. With 155 facilities located througout all regions of Victoria, this organisation provides a community and pastoral service to the sick and homeless, to disfunctional and disadvantaged families, to youth on the streets and to persons at risk of abuse. The facilities are often old but must still meet the regulatory requirements of the Victorian Building Regulations 2006. Statcom Systems will ensure that these facilities are able to meet the June 2009 deadline for the completion of Annual Essential Safety Measures Reports.  Systems have been in place now for a number of years and this organisation is well placed to meet these new requirements.

Essential Safety Measures Industry Classes

The industries that Statcom Systems addresses are:

  • Commercial
  • Factories & Industrial
  • Office buildings
  • Commercial Real Estate Agents
  • Body Corporates
  • Accomodation
  • Council Buildings
  • Libraries
  • Schools
  • Nursing Homes/Aged Care
  • Not For Profit and Churches
  • Shopping Centres
  • Retail Shops and Chains
  • Courts and Prisons
  • Kindergartens
  • Apartment Buildings
  • Entertainment Venues
  • Sporting Pavilions
  • Conference Centres & Theatres


Essential Fire Safety Measures Logbook Cabinets & Manuals

Our cabinets & manuals compliment the services we offer, plus provide easy & secure storage of your important essential fire safety measures documentation.


Essential Fire Safety Measures Cabinets

The Essential Fire Safety Measures Cabinet is designed to keep maintenance records in the form of an Essential Safety Measures Manual and Logbooks in a readily identifiable, secure and lockable cabinet.

  • The cabinet is clearly labeled with instructions
  • Includes a contents checklist on the inside of the door
  • Made from a sturdy sheet metal construction
  • A broad holding bar keeps manuals and logbooks in place when the door is opened
  • Convenient pre-drilled holes make it ready for wall mounting

  • Fire Industry Red baked enamel finish
  • Clear & Identifiable labels
  • Sturdy piano hinged door
  • Fire Industry Standard (003) Key Lock Set
  • Spare Key
  • Ample space for essential safety measures manual & contractor logbooks
  • Printed instructions
  • Size H390mm x W290mm x D128mm

Price AUD$135.00 each plus GST.
Please call our Head Office on (03) 9894 3888 for volume discounts pricing and ordering.


Customised Essential Fire Safety Measures Manuals

In association with the initial setup services that Statcom Systems is able to offer, what you get is:

  • An Essential Fire Safety Measures Manual which has a 12 months Inspection Schedule and Inspection Records for contractors and staff to sign
  • Dividers marked 1-10 with section 1 (Introduction) & 2 (How To) pages printed
  • Owner and Building Details
  • A set of Jan-Dec dividers for the Inspection Records
  • A list of all the Equipment in the building
  • A list of the Contractors and/or Staff assigned to carry out the inspections
  • A pre-prepared copy of the Annual Maintenance Statement or Report ready to be signed by the Owner or Agent

Price: Statcom Systems’ fees are based on site location and building size. Please call our office on (03) 9894 3888 for a no-obligation free quote or send us an email. Please have the building’s details available - Type and Use of Building, Address and Suburb, Number of Storeys and Floor Area. A copy of the relevant Certificate of Occupancy may also be requested.


Essential Fire Safety Measures Compliance

As specialists in our field, we offer a range of services which help building owners and managers meet their essential fire safety measures maintenance obligations. These services are offered throughout Victoria, NSW / ACT and Queensland. Our services in other states can also be offered.

The Statcom Inspection Monitoring and Reporting System is a well established and proven system currently used in over 7,000 buildings throughout Australia that simplifies the essential fire safety measures process with an easy to use step-by-step approach to achieving compliance.

Our services include:


Set Up

Identification of Essential Fire Safety Measures

Statcom Systems is able to carry out an on site survey that will identify the essential fire safety measures present and their locations. Contractors and inspectors are then assigned to carry out the maintenance and testing of each essential fire safety measures item identified.

The collected data is entered into a software database by Statcom Systems and Essential Fire Safety Measures Manuals are prepared for each site. Each customised manual includes the following information:

  • Owner Details
  • Building Details
  • Essential Fire Safety Measures Equipment List
  • Maintenance Contractor Details
  • Inspection Standards and Frequencies
  • A 12 Month Inspection Schedule
  • Inspection Records for 12 months
  • A pre-prepared Annual Maintenance Statement or Report

A contractor briefing session is normally established to advise the specialist contractors what is required from them in order that correct record keeping practices are adopted.

Statcom Systems will also normally provide an Observations Report which highlights any Essential Fire Safety Measures in need of urgent repair or issues requiring further investigation by a competent person.

The Set Up phase is a mandatory pre-requisite for any of Statcom Systems other services.

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Compliance Management

Essential Fire Safety Measures Compliance

Essential Fire Safety Measures Compliance can be achieved by utilising the Statcom Inspection Monitoring and Reporting System.

  • Inspection Records and Reports are sent to the assigned Contractors and Inspectors by email
  • The person assigned the inspection can print the Inspection Record or just view it on the computer screen.
  • The required task is carried out and an electronic Inspection Report is returned to Statcom Systems to allow for the updating of the building database
  • A Compliance Status Report is sent to the client monthly which identifies tasks which are either Current, Completed, needing Follow-up or are Overdue
  • The Client can elect to follow up delinquent contractors themselves or have Statcom Systems do this on their behalf
  • At the conclusion of each 12 month period, the Compliance Status Report is reviewed to confirm if all inspections and tests have been carried out according to the requirements of the Certificate of Occupancy and whether the Annual Maintenance Statement or Report supplied with each customised manual can be signed by the Owner or Agent. It is also recommended that a Final Inspection be carried out of the Essential Safety Measures onsite before signing the Annual Maintenance Statement/Report to confirm that no substantial remedial works are still outstanding.

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Essential Fire Safety Measures Inspections

There are four categories of Essential Fire Safety Measures which require routine inspections

  1. Fire equipment
  2. Electrical fittings
  3. Air Conditioning/Mechanical Ventilation systems
  4. Exit Doors, Paths of Egress and Passive Fire Elements

Specialist maintenance providers are normally contracted to carry out the first three, whilst the client’s own staff or Statcom Systems can be engaged to carry out the Quarterly Paths Of Travel/Exit Door Inspections and the Annual Passive Fire Element inspections.

The revised AS1851-2012 standard now also requires that Surveys be carried out annually of each of the safety measures or systems by a competent person to determine whether any changes have taken place over the past 12 months that may have compromised the operation of the installed essential safety measures or that may require additional safety measures to be installed in the building.

Call Statcom Systems on (03) 9894 3888 in order to confirm whether these surveys need to be carried out.

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Annual Maintenance Statements and Reports

Annual Essential Safety Measures Reports & Annual Statements

In Victoria, each Essential Safety Measures Manual will have a copy of an Annual Essential Safety Measures Report. In NSW an Annual Fire Safety Statement, in QLD an Annual Occupiers Statement, in Tasmania an Annual Maintenance Statement, etc. These are required to be signed by the Building Owner or the Owner’s Agent after each 12 month period. For other Australian States and Territories the Manual will include a copy of the relevant Annual Compliance Certificate.

Statcom Systems can be engaged to check that the on-site records are complete and to determine if all Essential Fire Safety Measures are operating and have been maintained during the past 12 months. These due-diligence checks are recommended before the Annual Maintenance Statements/Reports can be signed by or on behalf of the Owner.

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Other Services

Other Essential Fire Safety Measures and Emergency Management Services

Statcom Systems can be engaged to provide the following additional services

  • Evacuation Plans and Exercises
  • Evacuation Diagrams and Signs
  • Fire Warden Training, Practical and Online
  • Audit of on-site manuals
  • Training of Inspectors for Paths of Travel and Exit Doors
  • BCA Compliance Audits via sub-contracted services
  • Manuals for Specialist Industries e.g., Aged Care, Schools, Shopping Centres, Councils etc.


PLANNING FOR EMERGENCIES IN FACILITIES - We provide a range of solutions to assist facility managers to meet their Emergency Management compliance obligations - according to the requirements of Australian Standard AS3745-2010 incl. AMD1″

  • Help prepare an Emergency Plan
  • Help document a suitable Emergency Response Procedure for each likely emergency situation
  • Provide Training of the members of the Emergency Planning Committee (EPC) and Emergency Control Organisation (ECO)
  • Practical Training in use and selection of fire extinguishers, hose reels and fire blankets
  • Online Fire Extinguisher and Fire Warden Training
  • Preparation of Evacuation Diagrams utilising autoCAD
  • Help carry out Evacuation Exercises
  • Provide a range of Fire Warden Clothing Accessories
  • Provide trained Emergency Planning Consultants for review of existing Emergency Procedures


Also, as a specialist in the compliance and maintenance of Essential Fire Safety Measures, we provide a range of solutions to assist property owners & managers to comply.”

Statcom Systems Pty Ltd was established in June 2003 to help building owners comply with the safety measures maintenance provisions of that State’s Building Regulation. The Regulations require the building owner to maintain the safety measures present in the building and to ensure an Annual Maintenance Statement is prepared and in some States, sent to the relevant Local Council and Fire Commissioner each year. A copy might also be displayed near the principal entrance of the building.

Essential Fire Safety Measures Audits

In order to maintain the safety measures present in a building, it is first necessary to identify those measures present in the building and then set up an inspection schedule to ensure those measures are routinely inspected and tested. Contractors are engaged to carry out the inspection and testing of the safety measures, and provided all the required tests have been carried out and the safety measures are operating as they were originally intended, the owner or agent can sign the Annual Maintenance  Statement and submit it if required.

Essential Fire Safety Measures Compliance

Statcom Systems has developed a simple and practical process that ensures compliance can be achieved on an annual basis. The Statcom Inspection Monitoring and Reporting System utilises the Essential Safety Inspection System (ESIS) software tools that were developed in 1998 by one of Statcom’s Directors. ESIS is a well established and proven system currently used in over 7,000 buildings and is suitable for most building sizes, portfolio sizes and industry types.

Essential Fire Safety Measures Manuals

The customised manuals which are prepared by Statcom Systems, and the computer generated Email Reminders that are sent to contractors, ensure compliance can be met. Completion reports are submitted by all staff and contractors by email or fax to confirm that inspections have been carried out. Monthly Compliance Status Reports are generated by Statcom Systems for the owners benefit to identify inspections that have fallen overdue before they are permitted to seriously compromise the compliance process.

Annual Essential Safety Measures Reports & Annual Statements

At the end of each 12 month period, an audit is carried out of both the onsite hard copy inspection records and the database records to confirm that all inspections have taken place and that no remedial works are outstanding. Certification is then sought from each service provider and, provided the certification confirms that all safety measures were tested and found to be meet the required operating standards, the Annual Maintenance Statement is then signed by the owner or, if contracted to do so, by Statcom Systems as the owner’s agent.

Essential Fire Safety Measures Services

Statcom Systems has established for itself an enviable reputation as a supplier of professional services to building owners and managers needing to have their safety measures compliance needs managed for them. With the Statcom Inspection Monitoring and Reporting System, compliance has never been easier to achieve.

Statcom Systems has offices in Sydney, Melbourne and East Gippsland. In other States,  Statcom Systems is supported by Building Surveyors and Leading Fire Services Companies.

Statcom Systems … Safety Measures Compliance Made Easy

Essential Fire Safety Measures

Essential Fire Safety Measures are the life & fire safety systems required in commercial, industrial & public buildings to ensure the safety of occupants in the event of a fire or emergency.

Essential Fire Safety Measures Compliance

Statcom Systems is a leader in this field & provides complete practical essential fire safety measures solutions. We offer a professional & highly developed range of services and products to assist with the compliance of essential fire safety measures, essential services and fire safety. Statcom Systems has offices in Melbourne, East Gippsland and Sydney. In other States, Statcom Systems is supported by Building Surveyors and Leading Fire Services Companies.

Essential Fire Safety Measures Services

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