You have taken responsibility for a building, but the emergency lighting records may be incomplete. Start by documenting what is installed, where it is located, and what remains unverified.
An emergency lighting inventory is the first practical step when you assume responsibility for an existing commercial building. It documents what is physically in place, identifies gaps in your records, and gives you a clear starting point for qualified inspection and corrective services.
1. Gather the Records You Inherited
Ask the previous owner, property manager, or service contractor for:
- Floor plans and equipment locations.
- Inspection reports and functional test records.
- Open repair orders.
- Previous Fire Marshal findings.
2. Record Equipment by Location 
Walk the building and give each emergency lighting unit and exit sign a unique identifier. Record the equipment type (emergency light, exit sign, combination unit, or remote fixture) and where each is located. Note any visible problems (damaged housing, missing lens, loose fixture, or obscured sign).
Include the backup equipment that serves them, such as an inverter. A failure at the inverter or battery bank can knock out emergency lighting across an entire floor or building, leaving occupants without egress illumination.
3. What a Visual Inventory Does and Does Not Tell You
Walking the building and recording what you see is necessary, but it has limits. A visual survey can confirm that a fixture is physically present, that a sign is illuminated under normal power, and that no obvious damage is visible.
A sign illuminated under normal power does not demonstrate that its backup supply works. A visual survey cannot confirm that a battery will hold a charge for the required 90 minutes during a power failure. It cannot verify that the transfer from normal to emergency mode meets the applicable requirements, or that illumination levels along the egress path meet code minimums. Those answers require testing performed by qualified personnel with the proper knowledge and instruments.
4. Arrange Qualified Inspection and Testing
Share your inventory and inherited records with a qualified emergency lighting contractor. Agree on
an inspection scope and a schedule. For manual testing, NFPA guidance describes monthly functional tests lasting at least 30 seconds and an annual 90-minute test. Have the contractor establish the correct schedule for your equipment and retain the results.
5. Track repairs and keep the inventory current 
Inspection findings usually generate a list of deficiencies. For each deficiency, record the date, equipment ID, finding, planned repair, and verification of the repair.
Update the inventory after equipment replacement, such as if you do renovations and install new equipment.
Layout changes matter too. If a corridor is reconfigured or an exit is relocated, the emergency lighting serving that path must be re-evaluated and the inventory adjusted accordingly.
Reconcile contractor reports with the equipment list so unresolved items do not disappear.
6. Start With a Professional Assessment 
Taking over a building means accepting responsibility for every life-safety system inside it.
An emergency lighting inventory is the organized, documented starting point that makes
responsible management possible. It does not replace qualified inspection.
Here's the best news: Lighting Services, Inc. can help you every step of the way! Lighting Services can do the inventory for you. We can give you a clear picture of what is installed and what needs attention. We provide emergency lighting inspection and service, including battery, charger, and lamp testing. We provide reports you can present to your Fire Marshal or insurance carrier. We keep your records on file indefinitely.
Contact Lighting Services, Inc. to arrange an assessment and review the equipment and records
you have inherited.
