How long boiler records must be kept under IBR 2026

How long must a boiler manufacturer keep IBR records?

A boiler manufacturer keeps the boiler's records for at least five years under regulation 308(4) of IBR 2026. The same rule covers makers of economisers and steam pipes. The records are the Inspecting Authority's certificates (Form I Part B or C), the component certificates (Form IV Parts B, C and D), the material certificates (Form V Parts A and B), the economiser certificates (Forms XV and XVI) and copies of the approved drawings.

How long must the boiler owner keep them?

The owner keeps the boiler's certificates and approved drawings for the entire life of the boiler under regulation 308(2). If the boiler is sold, the records go to the new owner, who keeps them on the same terms (regulation 308(3)).

How long does the Inspecting Authority keep them?

The Inspecting Authority keeps a boiler's records, including Form IV Part A, for at least three years after registration, and may then send them to the owner (regulation 308(1)).

Where is the boiler's inspection book kept?

The Memorandum of Inspection Book, Form XI, is kept in the Chief Inspector's office except when the Competent Person needs it for an inspection (regulation 306). The Chief Inspector also keeps a registration book with the same particulars (regulation 307). If a boiler moves to another state, both books go to that state's Chief Inspector on request (regulation 309).

When can the original certificates be asked for?

Within three years of a boiler's registration, if a question arises about its fitness for the approved working pressure, the Chief Inspector can ask the owner to obtain and furnish the original documents (regulation 8(d)(ii)).

Why does five years matter for a manufacturer?

Five years of certificates for every boiler made is a large archive. In one boiler manufacturer's sample, each material test certificate was used across about 3.2 boilers, so one certificate is evidence in several folders. The system Ahrom Labs built for that manufacturer keeps them in one bank indexed by certificate, cast and plate number, rather than copied into each folder. See how that system keeps test certificates.

Quoted from the regulations (9) ›

“the copies of the approved drawings for a period of at least three years after registration of the boiler and thereafter these records may be sent to the owner of the boiler by the Inspecting Authority.”

IBR 2026, regulation 308(1)

“and the copies of the approved drawing for the entire life of the boiler or economiser as the case may be.”

IBR 2026, regulation 308(2)

“In the event of any transfer of the ownership, the records mentioned above shall be transferred to the new owner”

IBR 2026, regulation 308(3)

“The manufacturer of boiler or economiser or steam pipe shall maintain the record pertaining to the boiler or economiser or steam pipe”

IBR 2026, regulation 308(4)

“and the copies of the approved drawings for a period of at least five years.”

IBR 2026, regulation 308(4)

“In case any question arises in respect of the fitness of the boilers for the working pressure approved by the Inspecting Authority within a period of three years from the date of their registration, the owner shall if requested by the Chief Inspector obtain and furnish the original documents”

IBR 2026, regulation 8(d)(ii)

“A Memorandum of Inspection Book shall be prepared for each boiler in Form-XI”

IBR 2026, regulation 306(1)

“The Memorandum of Inspection Book shall be kept clean and up-to-date”

IBR 2026, regulation 306(4)(d)

“On transfer of a boiler from one state to another, the memorandum of inspection book and the registration book shall, on the request of Chief Inspector of the state to which the boiler has been transferred, be forwarded to that officer”

IBR 2026, regulation 309