How Often Do Evacuation Diagrams Need to Be Updated? AS 3745-2010 Guide

How Often Do Evacuation Diagrams Need to Be Updated?

Evacuation diagrams are not a one-time investment. They are living documents that must be kept current to remain compliant and effective. Understanding when and how often your diagrams need to be updated is an essential part of managing your facility's emergency preparedness obligations.

The AS 3745-2010 Review Requirements

Australian Standard AS 3745-2010 Planning for Emergencies in Facilities establishes two types of review triggers for evacuation diagrams:

Trigger-based reviews: Evacuation diagrams must be reviewed and updated whenever there are changes to the facility that affect the accuracy of the information shown. This is a continuous obligation — there is no grace period between a change occurring and the diagram being updated.

Periodic reviews: Even if no changes have occurred, AS 3745-2010 requires that evacuation diagrams be reviewed at least every five years to confirm their accuracy and currency. This review must be documented.

What Triggers a Mandatory Update?

Any change to the facility that affects the information shown on the evacuation diagram requires an immediate update. Common triggers include:

Physical changes to the building:

• Renovations that alter the floor plan, including new walls, removed walls, or relocated doorways
• Changes to the location or configuration of emergency exits
• New fire safety equipment installations or relocations (extinguishers, hose reels, call points)
• New first aid equipment installations (AEDs, first aid kits)
• Changes to the assembly area location

Operational changes:

• Changes to the designated assembly area
• Changes to emergency contact information (warden names, phone numbers)
• Changes in tenancy that affect the use of spaces shown on the diagram
• Introduction of new hazardous materials or processes

Regulatory changes:

• Updates to AS 3745-2010 or other relevant standards that change the required content of evacuation diagrams

The Five-Year Review: What It Involves

The five-year periodic review is not simply a rubber stamp on the existing diagram. It requires a genuine assessment of whether the diagram accurately represents the current state of the facility. This review should include:

• A physical inspection of the floor or area shown on the diagram
• Comparison of the diagram against the current floor plan
• Verification that all emergency equipment shown is still in the correct location
• Confirmation that emergency contact information is current
• Assessment of the physical condition of the displayed diagram

The review must be documented, including the date of review, the name of the person who conducted the review, and any changes made as a result.

Consequences of Outdated Diagrams

Maintaining outdated evacuation diagrams is not just a regulatory compliance issue — it is a genuine safety risk. Occupants who rely on an inaccurate diagram during an emergency may:

• Be directed towards exits that no longer exist or have been relocated
• Fail to locate fire extinguishers or other emergency equipment that has been moved
• Proceed to an assembly area that is no longer in use
• Be unable to identify their current location on the diagram due to floor plan changes

Beyond the safety implications, WorkSafe WA and equivalent bodies in other states can issue improvement notices and infringement notices to employers who fail to maintain compliant emergency management documentation. In the event of a workplace incident, outdated evacuation diagrams can also be a significant factor in liability assessments.

Best Practice: Annual Review

While AS 3745-2010 requires a minimum five-year periodic review, best practice is to review evacuation diagrams annually as part of the broader review of the emergency management plan. This annual review should coincide with the annual evacuation exercise, allowing any issues identified during the exercise to be incorporated into diagram updates.

Ready Set Rescue WA provides a complimentary review of existing evacuation diagrams as part of our evacuation drill facilitation service, identifying non-compliance issues and recommending updates before they become a problem.