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This regulation is made by the board of directors under section 17 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act; it is transmitted to the Office des professions and submitted for government approval under section 95 of the Professional Code.

This Regulation determines the procedures for filing, identification, authentication, correction, retention, security, logging, production of anonymized statistics and access to the registry through an application programming interface.

Provisions concerning documentary filings and EDF_ identifiers become mandatory for buildings only upon legal activation of the administrative region concerned. The statutory transitional monthly pre-registry remains separate.

Administration of the registry includes, in particular:

1° receiving and recording filings;

2° identifying and authenticating filers;

3° managing formats, metadata, corrections, replacements and versions;

4° preserving documents and their integrity;

5° technological security;

6° logging operations, including operations performed on the audit log;

7° determining filing procedures in accordance with section 17 (ACT RESPECTING FIRE SAFETY PRACTITIONERS);

8° producing anonymized and aggregated statistics in accordance with section 14 (ACT RESPECTING FIRE SAFETY PRACTITIONERS);

9° operating the technological access methods provided for by the Fire Safety Practitioners Act, including the application programming interface provided for in section 13 (ACT RESPECTING FIRE SAFETY PRACTITIONERS).

10° making notices available without delay to legally authorized recipient authorities, displaying new-notice indicators on their dashboards, providing supplementary electronic notifications, technical reminders and monitoring delivery failures;

11° maintaining a verified directory of administrative and fallback telephone contact details for authorities declaring jurisdiction, with a dated copy remaining available independently of the principal platform;

12° preserving, in the EDF_ identifier (EDF_ identifier) metadata, reference building coordinates in the reference system defined by the technical specification and their provenance, quality and history, without using those coordinates to confer legal jurisdiction on any authority;

13. the receipt without charge of substantiated danger reports requiring verification, formal notices of reportable non-compliance, and all supplements, follow-ups, corrections and administrative closures, with a clear technical and documentary distinction between those categories and fee-bearing eligible professional reports. The registry marks unverified reports as provisional for authorized recipients only and does not automatically treat them as confirmed non-compliance.

14. issuing, ensuring the uniqueness and retention of, and preventing reassignment of, EDF_, DEP_, DPJ_, SGN_, AC_ and EDJ_ identifiers, and preserving verifiable links between those identifiers, the persons or organizations concerned and the operations to which they relate, without creating any additional filing or fee.

Every person required or entitled to make a filing is subject to this Regulation, whether or not the person is a member of the Order.

Recording an apparent anomaly in a filed report does not, by itself, create a non-compliance notice or a separate registry entry.

Before activation of the region, this regulation does not require anyone to file a complete report, PDF, plan or notice or to obtain an EDF_ identifier; duties of transmission, retention and reporting imposed elsewhere continue to apply.

This regulation distinguishes three records: the eligible professional report, the formal notice of reportable non-compliance and the substantiated danger report requiring verification. The latter two are independent of the report and completely free, including outside a mandate and for all supplements and closures. An unverified report may not be displayed as a formal finding; no missing building identifier, mandate, exhaustive inspection or advance payment may prevent submission.

Every authorized filer, whether a member of the Order or not, indicates the capacity in which they act, the professional order to which they belong where relevant, any licence or authorization identifier legally required, the date of the act and the identity of the professional signatory. The registry checks authorization details relevant to the act without requiring OPSI membership. Clerical identification errors are corrected while retaining the original version and audit trail; an electronic filing operation performed by a third party does not transfer professional responsibility. The SGN_ identity of the document’s professional author and that of the person who carries out the electronic filing operation, if different, are retained separately; signing the filing operation does not constitute professional approval of the document.

A person may not sign, authenticate, approve or file in the registry a professional document concerning a building that the person owns in whole or in part or directly or indirectly effectively controls. This condition applies to every signatory or filer, whether or not an OPSI member; consent of the persons concerned does not permit an exception.

Effective control means decisive power over decisions concerning management or operation of the building, exercised personally or through an intermediary. Merely being employed by the owner, operator or manager does not, in itself, constitute such control.

This is a condition for signing and filing registry documents. It changes neither the scope of practice nor the disciplinary jurisdiction of the professional order to which the person belongs.

For a building covered by section 3 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI), professional documents intended for the registry, including reports, PDSIs, approvals and notices confirming action or correction, are signed or approved by another legally authorized person and filed by a person meeting the same condition.

The owner may prepare a document materially and communicate facts about the building. A factual danger report requiring verification remains permitted and free; it is not a professional report, approval or attestation that action or correction has occurred.

Official voluntary filing under section 69 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act is offered through a documentary intake service separate from the monthly administrative pre-registry. The person must be authorized for the document, and the registry must be able to identify and securely preserve it.

The registry verifies the information identifying the building and, when available, its genuine EDF_ identifier, as well as the identity of the filer and signatory, the category, the date of the professional act and file integrity. Temporary unavailability of the EDF_ identifier does not prevent an otherwise admissible voluntary filing where the information needed for subsequent reconciliation is provided. The registry assigns a permanent DEP_ identifier, preserves versions and provides proof of receipt; subsequent linking to the genuine EDF_ identifier is logged without another filing or creation of a fictitious identifier.

Subsequent regional activation does not require another filing of that same document. Changes to the current document incur no new charge; separate professional revisions retain their own regime. No missing-report indicator is calculated before activation.

As an exception to the activation restrictions in this regulation, the Order may use only the technical functions needed for official voluntary filings under section 5 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI): issuance of a genuine EDF_ identifier, validation, authentication, logging, preservation and legally authorized consultation. The duties and notifications of the mandatory regional regime remain inactive.

Subject to the seven-calendar-day period for the professional reports referred to in the second paragraph and to any more stringent provision, other documents referred to in section 15 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act are filed within ten calendar days after their final signature or authentication or, where their category requires professional approval, after that approval. If none of those formalities is required, the period runs from final production. This residual period neither replaces nor extends the specific period for reports under the second paragraph or the reporting periods under section 9 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI).

Every professional report resulting from a verification, inspection or test referred to in section 8 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, including a stand-alone intervention, must be filed in final form or, in the circumstances described in the next paragraph, in preliminary form, no later than seven calendar days after the intervention actually ends, or after its final day where it spans several days. The period runs from that actual end, not from later receipt of external results, drafting, administrative review, signature or approval of the report; none of those steps extends it.

Where information, results or documents from external sources needed to finalize a verification, inspection or testing report remain outstanding, a preliminary report signed or authenticated by the responsible professional must be filed within the same seven-calendar-day period following the end of the intervention. It identifies the professional, the building or buildings and their EDF_ identifiers, the applicable standard or requirement and the intervention scope; it presents available findings and information, identifies outstanding external elements, distinguishes established findings from those requiring confirmation and allows the intervention and its progress to be traced. It makes no final conclusion on unverified elements. Awaiting external information never extends the first filing deadline.

The final report is filed as soon as the necessary information has been received and processed, without unjustified delay, and linked to the preliminary report, which remains in the history of the same intervention without constituting a separate intervention. Versions, supplements and corrections remain traceable. Neither waiting for the final report nor filing a preliminary report delays the reporting, within the reporting periods cited above, of non-compliance under documented action or requiring action, or any required emergency communication. An authorized third party may electronically file the preliminary or final report under section 20 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) without assuming professional responsibility.

All filing periods under this section apply in each region only to documents produced on or after its legal activation date; no general retrospective reconstruction of earlier documents is required.

Corrections, modifications, partial reviews and retransmissions of a current document remain linked to the original filing, without a new fee or postponement of the due date. A new filing after the professional work has been fully repeated is governed by section 15 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act and the filing deadline for its category under section 7 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI). Where a periodic requirement applies, the new cycle begins on the last day of that work, independently of the filing date.

Finalization of a preliminary report remains subject to the fourth paragraph of section 7 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI); it does not start a new seven- or ten-day period. A report resulting from a new intervention referred to in section 8 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act is subject to its own seven-calendar-day period running from the actual end of that new intervention. None of these periods postpones a required disclosure or emergency communication.

Filing procedures distinguish reports requiring verification, sufficiently substantiated formal notices and eligible reports. They provide a completely free outside-mandate reporting path, a record of evidence and its limitations, provenance of information, corrections without erasure, processing audit trails and protection of affected persons. The regulation made under section 17 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) may not make a disclosure conditional on payment, a mandate or the artificial creation of a professional report.

Every non-compliance notice classified as 'requiring action' or 'under documented action' must be filed in the registry as soon as possible and no later than 24 hours after the non-compliance and attainment of the serious-risk threshold are sufficiently established by the authorized person. Findings within the verification scope of a mandate or legally assigned activity are classified in light of information obtained after notifying or attempting to contact the responsible person under sections 28 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) and 29 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. For an incidental discovery, no prior communication or attempted contact is required and classification rests solely on lawfully available information. Waiting for a response, discussing a corrective mandate, or completing or filing a professional report does not extend the period. Where the non-compliance can only be established after receiving an external result, the period begins when the non-compliance and threshold can actually be determined. The 24 hours are a maximum, not a waiting period.

Upon filing of a “requiring action” notice, the registry immediately displays it with a new-notice flag on every lawful recipient’s dashboard, including that of the Régie du bâtiment du Québec where the EDF_ identifier is classified as “EDF_ — RBQ” for the area concerned. For each recipient it initiates the same supplementary electronic notifications, delivery-failure checks and technical reminders. Filing establishes only receipt by the registry; availability, technical notification delivery and consultation are logged separately for each recipient. No separate notice from the authorized filer is required in normal operation, subject to the telephone fallback report under section 27 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI). During initial integration, provisional missing designations alone do not generate mass alerts; an actual serious non-compliance notice “requiring action” in an area with no designated authority is nevertheless immediately routed to the Régie.

The 24-hour registry filing period begins only after legal activation of the building’s region. Direct notices and emergency measures independently required by other laws are not suspended.

A substantiated report requiring verification is filed as soon as possible, no later than 24 hours after a member of the Order acquires directly observed facts or reliable information giving serious and objectively grounded reasons to fear a reportable danger. The deadline does not depend on securing a mandate, issuing a report or subsequent official verification. The registry records the reported start time, preserves the 'requiring verification' status and routes the report without automatically turning it into formally established non-compliance. Emergency communications take priority. Ordinary formal-notice deadlines and legal regional activation remain unchanged.

For each formal notice of non-compliance classified as 'under documented action' or 'requiring action', the registry retains metadata on potential impact on firefighter operations under the non-compliance regulation. If that impact cannot be assessed at filing, the value 'undetermined' is recorded; that uncertainty delays neither filing nor delivery of the notice. Supplements and corrections confined to this metadata are free, attributed to their SGN_ author, dated and recorded under EDJ_, without creating a new notice, changing the original observation date or extending a correction deadline.

For every formal non-compliance notice and substantiated report 'requiring verification', the registry records the mandatory 'Origin of finding' metadata under section 29 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. It distinguishes verification within a mandate or legally assigned activity from incidental discoveries, including discoveries made during a different mandate. The field accompanies the notice or report in consultations and notifications to authorized recipients through both the interface and the API. It may be corrected free of charge, with a reason, SGN_ signature, timestamp and EDJ_ audit record, without erasing the originally declared origin, creating a new notice or extending the filing deadline.

A non-compliance under documented action notice is filed in the registry within the period under section 9 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and, in every case, before the correction deadline it contains.

The registry preserves the deadline date and time. At that deadline, if no correction notice filed by a person authorized to identify the non-compliance concerned has closed the non-compliance, the registry automatically converts it into a non-compliance requiring action, time-stamps the conversion and immediately makes it available in the competent authority’s dashboard.

No separate declaration by the owner, manager or initial professional is required.

This automated conversion and alert mechanism operates only in legally activated regions; an inactive region cannot generate a false missing-filing or missing-correction alert.

A correction or status-change notice based on a documented development takes effect in the registry upon receipt without the previous signatory’s agreement. Only a challenge, on unchanged facts, to the reportability of the finding requires the documented agreement or decision under section 31 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act; filing the challenge alone does not alter the notice.

A correction notice closes the non-compliance concerned after an authorized person has verified that the condition giving rise to that non-compliance has been satisfactorily corrected with respect to the applicable requirement, within the scope of the verification performed.

The distinct status “Closure — requirement no longer applicable” is recorded on the basis of verifiable legal or administrative evidence from a legally empowered source and documented validation by a person authorized to confirm non-applicability in the situation concerned. The original finding and classification, effective date, legal reason and reference, validator’s identity and complete history are recorded. It is not coded as “corrected” and remains separate from reasoned withdrawal for insufficient grounds; the registry itself grants no exemption. Statistics distinguish verified physical corrections from these legal closures.

A notice reclassifying a non-compliance requiring action as a non-compliance under documented action records the new correction period and reactivates the automatic conversion mechanism provided for in section 10 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI).

The person making the filing may be different from the person who produced the initial notice.

A person directly concerned by a notice of non-compliance recorded in the registry may ask another legally authorized and competent person for an independent professional assessment of the facts or classification. The registry does not adjudicate the merits of the notice, and the Order does not establish an administrative review panel to decide the matter.

The person accepting that engagement determines the necessary checks within the limits of their authorization, mandate and lawful access. They assume professional and ethical responsibility for any conclusion, new classification, verified correction or reasoned finding of insufficient grounds that they sign and transmit to the registry. An unverified opinion does not alter a notice in force.

The registry links the operation to the same EDF_ building identifier and the original notice, retaining the dates of findings, reasons, verification limits, SGN_ identities, EDJ_ entries and previous versions. It presents the current state according to applicable chronology and priority rules, without erasing or rewriting earlier findings.

Only a challenge, on unchanged facts, to the legal basis or mandatory reportability of the finding requires documented agreement with the signatory of the disputed conclusion or a reasoned decision under section 31 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. It does not suspend the notice or its deadlines and does not prevent an update based on documented developments, an automatic conversion or a legally justified closure. Notices, dispute submissions and decisions are filed free of charge; fees for a separate professional intervention follow the ordinary rules.

The new conclusion does not in itself establish fault by the original signatory. Any professional complaint or discipline remains under the jurisdiction of the syndic and disciplinary bodies of the relevant professional order; the registry is granted no disciplinary power.

The ‘Reason for the new assessment’ metadata required by section 31 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act is mandatory for a new assessment of an existing reportable non-compliance. Its values are ‘Change in circumstances’, ‘Disagreement between professionals’ and ‘Change and disagreement’. Initial filings and purely clerical corrections are identified as such rather than artificially assigned one of these values. The author links the reasons to the earlier notice and conclusions. The metadata, its author and any corrections are timestamped and preserved without erasure; they are visible only to persons whose lawful access scope covers this information. They do not resolve the disagreement, change the status by themselves or disclose additional information to insurers or worker representatives.

Each notice retains the date of the original finding and the cumulative time elapsed since then, even after reclassification, a renewed undertaking or a deadline change. Each transition retains its timestamp, author and grounds in the history accessible to authorized persons; no transition creates a new initial finding date.

For every notice based on a professional finding or new professional verification, the registry separately retains the actual date and time of the finding, as declared by the authorized person, and the date and time of filing as timestamped under section 23 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI). Automatic conversions retain their own timestamps and are not portrayed as new professional findings.

Where findings concern the same non-compliance, the same circumstances and the same scope, the most recent professional finding is used to represent the current situation, subject to the agreement or decision required by section 31 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act to challenge, on unchanged facts, the reportability of the finding by section 31 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act regardless of the order in which filings are received. A late filing that describes an earlier finding does not automatically replace a situation supported by a later finding. Findings concerning different circumstances or scopes remain distinct. This display does not alter the effects of validly filed correction or reclassification notices, or automatic deadline conversions; it does not authorize the registry to substitute its judgment for that of an authorized professional. The complete history of findings, decisions and transitions is retained.

The actual finding date gives a filing no retroactive effect against third parties: effects attached to receipt of the notice or classification change are governed by section 11 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and other applicable provisions, subject to automatic conversion on expiry under section 10 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) of this regulation made pursuant to section 30 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act.

For each open reportable non-compliance, the registry automatically calculates ‘Days since opening’ from the timestamp of the first filing that opened the notice. This metadata states the number of complete twenty-four-hour periods elapsed and the calculation date and time; it is refreshed on each authorized consultation or extraction. The opening timestamp and actual date of the initial finding are retained separately. Reclassification, a renewed commitment, a changed deadline or a different professional resets neither clock. On closure, the duration at that date is preserved; reopening the same notice retains its original opening timestamp. A genuinely distinct new finding remains subject to its own rules.

Within its lawful access scope, the competent authority can consult this metadata and the age of the finding through the interface or an authorized API. They support the record and the authority’s assessment. They impose no new duty to intervene, penalty or additional reclassification solely because of the notice’s age, and do not alter correction deadlines or the automatic conversion already provided for.

The unique building number (EDF_) is issued exclusively by the registry and permanently identifies a building or authorized project. Its format is specified in the technical specification under section 40 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI). It must never be reused, including after project cancellation or building demolition.

The registry guarantees EDF_ identifier uniqueness through controlled generation and collision checking. The EDF_ identifier remains unchanged upon any change of owner, address, cadastral lot, property assessment number, name or competent authority. It remains linked to the archived record and permanent building history.

Each EDF_ identifier contains in its location metadata a representative building point expressed using the reference system and fields defined in the technical specification. The registry also records the point type, source, collection or validation date, estimated accuracy and verification status. Elevation is optional and is collected only where justified in a particular situation.

Within applicable access rights, the coordinates may be made available through an interoperable geographic API, using the technical specification formats. Missing or uncertain coordinates are expressly identified; coordinates must never be fabricated to satisfy the format. Every correction preserves the previous value and its provenance. Coordinates alone do not determine legal jurisdiction, the applicability of obligations or a building’s administrative identity.

Where a document or administrative event concerns a building without an EDF_ identifier, the registry searches existing identifiers before issuing one and provides advance allocation or exceptional matching. Temporary absence of an EDF_ identifier never blocks a filing or mandatory safety notice.

Each officially received filing operation is given a distinct DEP_ identifier, including a free correction, revision or exceptional filing without an available EDF_ identifier. The registry retains links to the original DEP_ identifier, acknowledgments, document versions and previously paid fees; a single filing relating to several buildings has only one DEP_ identifier. A DEP_ identifier is not by itself evidence of compliance or an additional fee entitlement.

Every natural person performing an authenticated registry operation receives a permanent, non-reassignable personal SGN_ identifier, independently of profession or represented organization. An SGN_ identifier is neither a licence, a professional order registration number nor a general access entitlement. Successive authorization statuses, represented organizations, restrictions and revocations remain historically verifiable without changing the identifier. Each registered authority receives a unique AC_ identifier, separate from its triage keys and buildings’ EDF_ identifiers. The registry assigns each audit-log entry a unique EDJ_ identifier, distinct from a filing’s DEP_ identifier.

The formats of SGN_, AC_, DEP_ and EDJ_ codes and their generation arrangements are set by the technical specification. The registry guarantees uniqueness, checks for collisions and never reassigns a code; editorial ART_ identifiers remain distinct and stable.

Assignment and retention of an EDF_ identifier do not depend on the building’s jurisdiction category. A change between the “EDF_ — Competent authority” and “EDF_ — RBQ” categories never changes the identifier, results in no new allocation and preserves existing links to associated documents, filings, authorities, versions and audit-log entries.

The rules for assigning SGN_ identities and EDJ_ audit entries apply to every authorized official or pilot operation, before or after activation of a region. Ordinary filing and EDF_ identifier requirements become mandatory in a region only upon its legal activation, subject to official voluntary filings and other statutory exceptions.

The DPJ_ code format and generation are specified in the technical specification. The registry guarantees uniqueness, checks for collisions and never reassigns it.

Each DPJ_ identifier denotes an individual supplementary evidentiary file. It remains linked to the DEP_ identifier of the associated filing, notice or report, including where the linkage is established when both are first received. A DPJ_ exhibit added after the initial filing is a linked and logged operation; it does not become a separate professional document, trigger a second charge or require a new DEP_ identifier for a report.

For the purposes of this Regulation, the categories of official identifiers are as follows:

1° “EDF_” (unique building number): the official, permanent identifier issued exclusively by the registry to a building or proposed building; it remains linked to its history even after demolition or cancellation and may never be reassigned;

2° “DEP_” (unique filing number): a permanent, non-reassignable identifier generated by the registry upon receipt of each official filing operation, even where the link to a building must subsequently be regularized; it provides traceability of the filing, its acknowledgment, documents, versions and linked later operations without conflating them;

3° “SGN_” (signatory): the permanent, non-reassignable personal identifier of any authenticated natural person who signs a registry operation, including a filing, an observation, a search, a consultation, the retrieval of a copy or a download. This may be a member of the Order, an engineer, a professional technologist, an authorized representative of a competent authority or the Régie du bâtiment du Québec, a police officer, a coroner or any other legally authorized person. It is separate from that person’s title, licence, professional registration number and permissions;

4° “AC_” (competent authority): the unique permanent administrative identifier issued by the registry to each registered authority or recipient public body, including the Régie du bâtiment du Québec when acting in that capacity; it is separate from statutory jurisdiction and does not confer it;

5° “EDJ_” (audit-log entry): the permanent, non-reassignable identifier assigned to every entry in the registry’s audit log, distinct from filing and document identifiers;

6° “administrative triage key”: a reference specific to a competent authority, assigned by that authority to a building within its jurisdiction and linked to the building’s EDF_ identifier and the authority’s AC_ identifier; it replaces neither identifier.

7° “DPJ_” (supporting-exhibit filing): a unique, permanent, non-reassignable electronic identifier assigned by the registry to each supplementary evidentiary file associated with an official filing, notice or report; it identifies the exhibit, not a new professional report, compliance certificate or separate professional act. It is distinct from DEP_, EDF_, SGN_ and EDJ_ identifiers and does not, by itself, constitute a professional signature, approval or certification.

The prefixes EDF_, DEP_, DPJ_, SGN_, AC_ and EDJ_ identify the official codes for the categories defined in this section. They are assigned directly under the registry rules. An SGN_ identifier is neither a professional-order membership number nor a licence number. Permanent identifiers for legislative and regulatory provisions in the form ART_ remain distinct.

The technical specification sets out identifier specifications and interoperability arrangements. Conditions governing issuance, reconciliation, presentation on documents, correction of errors and retention of history remain governed by this regulation.

The Regulation prescribes the rules for linking a report or notice to one or more EDF_ identifiers, procedures to correct, merge or subdivide a building's administrative identity, and the simplified directory of systems and equipment. It preserves the distinction between each building's identity, links specific to a filing and each authority's separate applicability declarations.

The technical categories “EDF_ — Competent authority” and “EDF_ — RBQ” referred to in this Regulation serve solely to route notices administratively under the conditions set out in sections 25 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) and 20 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. Their labels and identifier prefixes may be amended through the technical specification without changing those conditions, access rights, legally entitled recipients or the requirements for preservation and traceability.

Each distinct building has its own EDF_ identifier, including where multiple buildings share a cadastral lot; a building may also be linked to several lots. The registry retains cadastral references, addresses, property assessment numbers and their validity dates, without treating them as its official identifier.

The geographic location associated with each EDF_ identifier represents the building it identifies, not merely the centroid of a cadastral lot that may contain several buildings. Where the building position is uncertain, the registry indicates limited accuracy or “verification pending”. A spatial match to a municipal boundary or mapping area supports searching but never automatically confers legal jurisdiction on an authority.

Changes in cadastre or address, location errors and duplicates are handled through traceable matching that preserves prior values and records. When duplicate records are merged, no previously assigned EDF_ identifier is reused; an explicit matching link is preserved.

A request for an administrative merger or subdivision does not erase previously assigned EDF_ identifiers. A mere administrative association or the linkage of one report to several EDF_ identifiers does not warrant the issuance of new EDF_ identifiers; new EDF_ identifiers are contemplated only for a genuinely new building identity, following the required decisions and consents and with a permanent historical link.

The registry distinguishes, in particular, the administrative states “Authorized project”, “Active building”, “Demolition authorized”, “Demolished building — archived” and “Cancelled project” under the conditions prescribed by the central registry of OPSI regulation provided for in section 17 (ACT RESPECTING FIRE SAFETY PRACTITIONERS). An administrative state is neither a professional finding of compliance nor a decision on an authority’s jurisdiction.

For the purposes of the functions under section 13 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act establishing the Order, the following requirements supplement this Regulation:

For each building covered by the Act establishing the Order, the registry establishes and maintains a permanent administrative record, including administrative lifecycle events, successive property references, competent-authority affiliations as declared and historical links to successor buildings. The Order maintains these data technically without itself carrying out a physical building census or determining the legal jurisdiction of any authority.

The registry allows competent authorities to declare a building's administrative applicability within their respective fields. It retains successive declarations and documents linked to each building record. These operations confer no power on the Order to determine jurisdiction or applicable legal requirements.

The legal existence of the registry does not immediately make full filings, mandatory creation of official building records, documentary access or notice transmissions mandatory. Those functions become mandatory in each region only on the date fixed by the government under section 63 (ACT RESPECTING FIRE SAFETY PRACTITIONERS).

Before those dates, the Order may operate a separate administrative pre-registry limited to monthly declarations of eligible report volumes, fee accounting and payment evidence; it is not equivalent to full documentary filing and does not create fictitious official building records.

Where several lots are concerned, all relevant lots must be entered.

For every building within its jurisdiction, each competent authority provides the registry, under its own identity, with the administrative triage key it has assigned, together with the EDF_ identifier, its own AC_ identifier and, where applicable, the area concerned. The key is unique among buildings handled by that authority and remains stable. Where several authorities have jurisdiction over the same building, the registry keeps their keys and links to the same EDF_ identifier separately.

The key may not be replaced or corrected merely at the request of a professional, owner or the Order. A change requires a written, reasoned and dated request from the authority that assigned it, allowing the registry to permanently log the requester’s identity, the old and new values, the date and the reason.

A temporary failure to assign or communicate a key is shown as administrative information to be completed; it does not block a filing or non-compliance notice. When an authority ceases to have jurisdiction, the former key and its link are preserved in the history. If no authority remains designated for the area concerned, the EDF_ identifier is classified as “EDF_ — RBQ” for lack of a competent authority under section 25 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, subject to initial-integration rules, without the Order deciding the legal jurisdiction of authorities.

Declarations of jurisdiction identify each regulatory domain and each authority claiming jurisdiction, including concurrent powers, buildings crossing municipal boundaries, transfers and cessations without a successor. Every declaration and date is retained. The registry does not infer jurisdiction from the main doorway, the 911 call centre or the cadastral location alone.

The registry maintains a separate directory of administrative fallback telephone numbers declared by authorities, organized by regulatory area and declared territory, with the date and source of their latest verification. A dated copy, fully independent of the principal filing and consultation service, is downloadable or available through separate fallback infrastructure. Directory numbers support good-faith routing; they are not a legal ruling on jurisdiction. Unavailability or staleness of a number does not defeat the protection for a reasonable good-faith report.

Triage keys are managed separately for each authority: only the authority assigning a key may request its change in writing. The registry verifies uniqueness within that authority, date, grounds and requester identity, and permanently preserves prior values.

Each authority also retains its own dated declaration, with reasons when amended, on whether the building is subject to its filing or monitoring obligations in each of its fields. Differences among authorities are preserved without adjudication by the Order and without inference from the building category, address or cadastre.

The mechanisms described in sections 16 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and 18 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and in this section apply in a region only after legal activation and creates no corresponding duty in inactive regions.

The official competent-authorities directory also supplies one of the three autonomous public directories under section 33 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. The public copy, hosted on the independent second server, contains only legally releasable jurisdiction declarations, territories, practice areas, official contact details and verification times. It stays usable during a registry outage without turning a directory into a decision on legal jurisdiction.

Official jurisdiction declarations received from authorities are the source of the public edition. Corrections and withdrawals are propagated by authenticated, controlled synchronization; the public copy shows its last synchronization date. No private telephone number or sensitive response information is published merely under this provision.

Each responsible professional is identified by name, professional order, permit or membership number and the electronic identifier required by the platform.

The registry retains or checks, through lawfully authorized sources, the validity periods of the right to practise, renewals, suspensions, reinstatements, restrictions and their effective dates. For members of other orders, this information comes from the appropriate professional framework; registry enrolment gives no additional right to practise.

Accounts authorized to consult sensitive records or update administrative metadata use multifactor authentication. Consultation, professional filing and administrative update permissions are separate and granted according to functional need.

For a transitional member, the registry uses the same professional authorization tables and checks as for other members; it verifies the status entered on the roll, authorized activities, limitations, validity and effective dates. This documentary check constitutes neither an additional permit nor a technical validation.

PSI identity and practice status are checked against the Order's official membership roll. The central registry holds an operational copy, but legally public fields are replicated to the independent second server under section 33 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, without disclosing professional files, home addresses, non-public discipline records or other protected personal data.

The official list of authorized organizations, including status as holder of a single permanent transitional entitlement, identifying number, legally public delegate identity and authorization effective dates, follows the same copy, verification and publication process. Legally effective suspensions or withdrawals are prioritized for the public copy with visible status and last-synchronization time; the public service does not depend on central-registry availability.

A filing may be made electronically by an authorized third party.

The registry distinguishes the responsible professional from the person carrying out the electronic filing operation.

For every filing, the registry separately retains the SGN_ identity of the document’s professional signatory or approver, the relevant professional order and licence where applicable, and the SGN_ identity of the person carrying out the filing, the act performed, its time stamp and the basis for any delegation, without allowing personal credentials to be shared. The receipt’s DEP_ identifier is linked to the filing’s EDJ_ entry. If the person carrying out the filing differs from the professional signatory, signing the filing does not make that person a professional signatory or author of the report.

On receipt of a professional report, the automated check addresses the signatory’s authorization on the actual date of the act and on the signature date, taking the applicable history into account. The filing date is recorded separately, and later expiry does not invalidate a lawful act. The registry does not recognize as valid a professional report signed or performed without the required right to practise and records the reasons for refusal, without preventing receipt or routing of an urgent notice. The check remains documentary and does not assess system design or technical compliance.

For a transitional member, verification also includes practice restrictions and signing rights applicable to the act on the relevant dates. A pending application for admission is not independent authorization. This check does not modify rights governed by another professional order.

Where a lawfully accessible official source later corrects an entitlement period or practice limitation with effect on an earlier date, the registry preserves the previous information and the source of the correction, identifies potentially affected documents and reassesses entitlement to perform and sign each act at the relevant effective dates. Provisional or disputed information requires administrative verification and does not amount to definitive invalidation. Recognition of a document changes only where applicable law and verified information warrant it; the decision, versions and, where necessary, notices to authorized recipients are recorded in the history. A suspension taking effect after a lawfully completed act does not retroactively invalidate it.

For integrated testing, the registry links the overall report to its responsible professional and, where applicable, to independent reports and their signatories. A participant who physically performs part of the tests does not thereby sign the overall conclusions.

Before the ordinary filing of a professional document, its signatory or approving professional personally validates the actual final PDF being transmitted and its essential metadata, including the EDF_ identifiers, category, dates and professional identity. A traceable electronic attestation links that validation to the exact file version and validated metadata, notably through a cryptographic digest. An existing signature or approval may fulfill this function where it already guarantees that correspondence; no second signature is then required. A later material change to the file or those metadata requires appropriate renewed validation. Electronic filing by a third party or software remains permitted without transferring responsibility; emergency, preliminary-report and service-continuity arrangements remain in place.

The mechanisms in section 20 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and this section apply to mandatory filings in an active region and to authorized official voluntary filings before activation. They do not create any duty to file in inactive regions.

Validation applies to the complete, self-contained principal PDF of each professional version, including preliminary or final reports and their integrated documentary appendices. A separate DPJ_ file submitted with that PDF or added later is authenticated and logged as a supporting exhibit without altering the principal PDF digest, signature or approval. It may not be used to change professional conclusions without the required new validation.

Each filing must identify at least:

1° the date of the document or intervention;

2° the authorized person who assumes responsibility for it;

3° the SGN_ identifier of the person who professionally signs or approves the document and, separately, that person’s Order membership number if an OPSI member or, in other cases, the professional order or statutory basis for the person’s authorization and any relevant membership, licence or authorization number;

4° the EDF_ identifier or EDF_ identifiers (NURs) of the building or buildings concerned, issued or retrieved by the registry; if no EDF_ identifier is available at the time of an exceptional filing, the property and administrative references required for its allocation or reconciliation, including relevant cadastral lots and an address where one exists, none of which replaces the EDF_ identifier;

5° the document category;

6° the complete signed, authenticated or approved document.

7° in the case of a professional report resulting from an intervention referred to in section 8 (ACT RESPECTING FIRE SAFETY PRACTITIONERS), the applicable technical standard on which the report is based or, where no technical standard is made applicable, the applicable requirement on which the report is based.

8° for each verification, inspection or testing report filed under paragraph 1 of section 15 (ACT RESPECTING FIRE SAFETY PRACTITIONERS), the actual inspection date or, where it takes place over several days, its starting and ending dates; for a final report, the overall conclusion “compliant” or “non-compliant” recorded by the authorized person; a preliminary report distinguishes verified matters from outstanding items and makes no final conclusion about the latter;

9° for a report on a periodic intervention of that kind, the specific subject of the inspection, including the system, subsystem, equipment or area concerned, and, where they can be determined from the applicable requirement, the prescribed frequency and date of the next normally expected inspection.

10° where a statutory or regulatory periodicity applies to a document, the reference date of the monitoring cycle, the next due date, the last day of the professional work, the permanent identifier of the original filing, the distinct identifier of each version, and the reason for the new operation, distinguishing changes to the current filing from a new filing after the work has been fully repeated. These metadata do not create a verification duty not otherwise imposed by applicable law.

11° the DEP_ identifier assigned on receipt, the relevant EDF_ identifiers, the SGN_ identifier of the person carrying out the electronic filing operation and, where an authority receives a notice, its AC_ identifier; the corresponding EDJ_ audit entry remains linked to the DEP_ identifier. A person carrying out the electronic filing operation may differ from the professional signatory of the document. A temporarily unavailable EDF_ or AC_ identifier does not block an otherwise admissible mandatory filing; subsequent matching is logged without duplicate filing.

12° for integrated testing, the identity of the person responsible for the overall conclusions, independent professional contributions, the systems and interconnections covered, relevant procedures or sequences, results, limitations and tests not performed. These particulars may appear in the filed document or documentary appendices integrated in the same PDF, without additional data entry or documentary filing where their traceability is ensured.

For the purposes of the functions under section 16 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act establishing the Order, the following requirements supplement this Regulation:

Each official filing contains the information needed to identify the document or notice, the professionally responsible person, the person carrying out the filing, the building or buildings concerned, relevant dates and interventions, and linked versions and exhibits. The regulation respecting the central registry of the OPSI determines the fields, metadata and verification procedures without creating a new condition of professional authorization.

Each filing of a professional document under paragraphs 1° to 5° of section 15 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) comprises one complete, self-contained principal PDF containing the report, plan, certificate or other document concerned, including its pages, tables, diagrams, drawings and documentary appendices forming an integral part of it. The document may not be artificially divided among separate PDFs. The principal file is the one subject to the applicable professional signature, authentication or approval. Each professional version, including a preliminary or final report, separately satisfies this requirement while remaining linked to other versions of the same intervention. A report may cover several systems or buildings and standards incorporated by reference, subject to the separate reports required by section 49 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI).

Photographs, video or audio recordings and other technical supporting files may be associated with the filing, a notice or a factual report as separate supporting exhibits without artificially converting them to PDF or treating them as another professional report. Subsequent addition of such an exhibit does not amend the signed PDF or its professional conclusions. Changing those conclusions requires the appropriate new professional act or validation.

Non-compliance notices, changes in classification or status, follow-up statements and substantiated reports validly received through structured electronic fields do not require the artificial creation of a professional PDF. The exceptions in section 15 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) remain applicable.

The responsible professional may not allow a third party to use the professional’s personal authentication credentials.

Each filing receives:

1° a unique number;

2° a timestamp;

3° an electronic acknowledgement of receipt.

For an EDF_ identifier classified as “EDF_ — RBQ” under sections 25 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) and 20 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, the registry makes available to the Régie du bâtiment du Québec, for the relevant areas and upon the same events and within the same time limits as for a competent authority, reportable non-compliance notices, substantiated reports requiring verification and all follow-up, change-of-classification or status, and correction notices, including automatic notices. It initiates the same notifications, delivery-failure checks and reminders. In an institutional conflict, notices reach the Régie and the competent authority simultaneously; where there is none, the Régie receives them without another recipient. Every category change, ground, relevant area, transmission and timestamp is recorded permanently, without duplicate professional notices or additional filing formalities.

For each “requiring action” notice and every recipient, including the Régie for a “EDF_ — RBQ”, the registry separately timestamps availability, flag display, electronic notification attempts, delivery failures and reminders, voluntary “Flag seen” confirmation, actual “Notice consulted” opening and voluntary “Acknowledged” confirmation. A displayed indicator does not mean “seen”; a notification sent is not necessarily technically delivered; none of these events proves an authority’s intervention. Unconsulted notices remain visible and may trigger automated registry reminders without imposing an authority duty to acknowledge or intervene.

Administrative events received from permit issuers or competent authorities also receive an acknowledgement, timestamp, operation identifier and, if an error occurs, an actionable message allowing resubmission without loss of the original transmission. Mandatory fire safety notices remain the priority.

The mechanism described in this section applies in a region only after legal activation and creates no corresponding duty in inactive regions.

A substantiated report requiring verification has a separate identifier and audit trail. It may display an informational flag 'Reported danger — verification required' on the dashboard of each legally designated authority, including the Régie where the EDF_ identifier follows the “EDF_ — RBQ” routing category, without creating confirmed non-compliance, prejudging jurisdiction or imposing duties to intervene. Facts, evidence and corrections are accessible only to authorized persons and every change retains its history. Reports and formal notices remain free throughout their lifecycle.

Each supplementary evidentiary file accepted by the registry receives its own DPJ_ identifier and is linked to an identifiable DEP_ filing number, the relevant document version or notice where applicable, and the relevant EDF_ identifiers where available; missing links are regularized without inventing identifiers. The registry retains for each exhibit: 1° its DPJ_ and DEP_ identifiers; 2° the relevant version or notice identifier, where applicable; 3° available EDF_ identifiers; 4° the SGN_ identifier of the person uploading the file; 5° its known author or source, separate from the uploader; 6° the exhibit type; 7° a short description and its relevance; 8° the actual capture or creation date and time, if known, separately from the official receipt timestamp; 9° original filename, format, MIME type and size; 10° a cryptographic integrity digest; 11° its confidentiality classification, possible personal-information content and access restrictions; and 12° references to EDJ_ entries for filing, consultation, correction and subsequent operations.

Permitted formats include photographs, video and audio recordings and technical files expressly authorized by this regulation or technical terms it authorizes. They remain in their authorized original formats without mandatory conversion to PDF. Maximum sizes, malware scanning and other security controls must be reasonable and published; compressed archives, executables and unauthorized formats must not circumvent the single principal PDF rule. Unknown capture, provenance or location details are identified as unknown; information that cannot be established is not required.

DPJ_ exhibits and their metadata are accessible only to legally authorized persons, subject to the purpose and confidentiality of each exhibit; mere access to a building record gives no automatic access to all exhibits. An exhibit may be filed with the principal document or added later by an authorized person, without altering that document or attracting another filing charge. Additions, consultation, correction and retention are logged and remain subject to the legal requirements of the related record.

Upon filing, the notice is immediately made available and marked by a new-notice flag on the dashboard of every legally entitled recipient authority, including the Régie du bâtiment du Québec where an EDF_ identifier is classified as “EDF_ — RBQ” for the area concerned under sections 25 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) and 20 (ACT RESPECTING FIRE SAFETY PRACTITIONERS). For each recipient the registry initiates the same supplementary electronic notifications, delivery-failure checks and technical reminders prescribed by the central registry of OPSI regulation made under section 17 (ACT RESPECTING FIRE SAFETY PRACTITIONERS). A real notice is routed without delay to the Régie even during the initial integration moratorium when it must receive that registry notice. The new-notice flag remains independent of the EDF_ identifier category.

The potential impact on firefighter operations, recorded for each non-compliance, is shown separately in the notice and in the structured information provided to legally authorized recipients, through both the interface and the API. This indication is neither a new non-compliance classification nor a new tracking flag, and creates no additional recipient or intervention power.

A correction may not erase the previous version.

Lifecycle events, authority affiliations, prior identifiers and links between a demolished building and its successor remain retained without retroactive rewriting. Originally signed documents remain intact.

Every correction, cancellation or substitution must indicate:

1° the document replaced;

2° the reason;

3° the author;

4° the date;

5° the new version.

Where several documents are affected by the same documentary error, including a defect in document-generation software, the registry may link them to a common incident, identify affected versions and track corrections and necessary communications for each filing. Each signed original, correction, author, date and reason remain traceable. This function does not require universal tracking of software or tools used during inspections and does not replace professional duties to correct errors.

Every DPJ_ exhibit retains its original file and initial metadata. Corrected metadata, a substituted file or a new version preserve the original exhibit identifier and a verifiable link to each new exhibit identifier, author, reason, dates, cryptographic digest and corresponding EDJ_ entries. No change silently rewrites the signed principal PDF or the original exhibit; legal retention and personal-information requirements continue to apply.

A withdrawn or replaced document remains retained with an indication of its status.

For the purposes of section 16 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, an ordinary copy is provided by the professional who prepared or approved the document or by a professional authorized under section 19 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act and mandated for that purpose. The registry supplies that professional with an electronic function for one-off search and delivery of official documents the owner or representative is legally entitled to receive. This function does not require routine manual processing by the Order.

Before permitting extraction or transmission, the registry verifies the identity and professional authorization of the person acting as intermediary, the requester’s identity and entitlements, the authorization and the building concerned. Access is limited to the eligible document; protected third-party information is redacted without altering the original, and operations are logged. Any charges are confined to reasonable reproduction or transmission costs allowed by law and disclosed in advance. This creates neither general access to the file nor a new consultation charge; existing remedies remain available.

Where a technological problem prevents filing, the person required to file:

1° retains proof of the filing attempt and its time;

2° securely retains the document;

3° uses the registry's official backup filing mechanism where available;

4° makes or completes the filing as soon as service is restored.

During normal operation, registry unavailability does not create a general duty to send a separate notice to an authority. However, where the registry and its electronic backup mechanisms prevent transmission of a “requiring action” notice normally destined for a competent authority or for the Régie du bâtiment du Québec under the “EDF_ — RBQ” routing category, the professional must use the fallback telephone reporting procedure below, without waiting for the outage to last 24 hours.

The registry provides disaster recovery, secure queueing, duplicate-event detection and exceptional filing when an EDF_ identifier or triage key is missing. A mandatory notice is never refused solely because of an administrative identification gap; reconciliation is logged after receipt.

The official fallback filing mechanism is electronic and must verifiably confirm receipt and its timestamp. An emergency telephone call, email, postal mail, fax or physical delivery does not replace that mechanism or the filing operation that must later be regularized. The urgent telephone communications required by sections 28 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and 29 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) remain mandatory in their applicable cases without being treated as official filings.

For the purposes of the functions under section 29 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act establishing the Order, the following requirements supplement this Regulation:

Where the registry and its electronic backup mechanisms are unavailable and prevent routing a non-compliance requiring action notice, the person responsible for filing makes a fallback telephone report as soon as possible, without waiting 24 hours, in accordance with section 27 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) of the registry regulation. The registry makes available, independently of its principal system, a dated directory of declared and verified fallback telephone contacts. Where notices concerning a building must also be routed to the Régie for the area concerned, the Régie is among the recipients of the telephone fallback notice, in addition to any competent authority legally entitled to receive it. If the legally competent authority or its contact details cannot reasonably be determined during the outage, the professional in good faith calls the authority reasonably believed competent on the information then available or the Régie du bâtiment du Québec through the fallback channel, retaining evidence of that effort. For any authorized professional, whether or not a member of the Order, contacting in good faith an authority later found not to have jurisdiction does not, by itself, constitute a disciplinary fault or breach of this procedure in the absence of a separate fault. The person completes the filing and, if the correct authority is identified in the meantime, corrects the recipient as soon as reasonably possible. A message on an official voicemail is acceptable under the regulation without requiring a reply from the authority. The procedure does not delay any emergency communication required under another law and creates no new intervention duty for an authority.

Sections 28 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) and 29 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) and this section apply to central-registry operations in the region concerned only from its legal activation; it neither suspends nor replaces hazardous-situation reporting duties or public-authority powers arising under other laws.

A competent authority may request creation or matching of a missing building record even without a recent permit. A professional may report the omission when filing. Duplicate checks and administrative regularization follow the filing without delaying a mandatory safety notice.

Where the registry and its electronic backup mechanisms cannot route a “requiring action” notice, the person responsible for filing promptly uses the number in the last verified copy of the fallback directory, accessible independently of the registry, for the area and building concerned. If that directory is unavailable, incomplete, outdated or cannot reasonably establish legal jurisdiction, the person may in good faith call the authority reasonably believed competent on the available sources or the Régie du bâtiment du Québec through the fallback mechanism. If several authorities are reasonably identified, contact is attempted where practicable. A message on an official voicemail is acceptable without awaiting acknowledgment, unless another law requires more. The message provides the professional’s contact details, the building, the general nature of the risk and a means of calling back. The professional records the sources consulted, time, number, person contacted or voicemail left, and completes the notice when service is restored. A reasonable, documented mistake identifying the authority contacted does not, by itself, constitute a disciplinary fault, including for a professional governed by another order, in the absence of a separate fault; once the correct authority is identified, the professional corrects the recipient as soon as reasonably possible. The 911 service remains reserved for an emergency warranting its use; other legal emergency duties remain unchanged.

For a non-compliance “under documented action”, the 24-hour maximum reporting period continues to apply; however, a documented inability to use the registry and its electronic backup mechanisms does not automatically require a telephone call to the competent authority. The professional keeps the information and evidence of unavailability and completes filing as soon as service is restored, without delaying any otherwise required emergency communication.

A documented outage does not, by itself, constitute a breach of the electronic filing deadline where the professional has followed the applicable fallback procedures. The dates of identification, telephone reporting and subsequent filing remain distinct and traceable. The rights of authorities and the rules concerning immediate dangers remain unchanged.

A report requiring verification indicating immediate danger is communicated first to emergency services or the appropriate authority under applicable law; registry downtime does not justify waiting. Backup telephone contacts and protection for a reasonable good-faith error apply to disclosures outside a mandate, with unconfirmed facts identified as such where required. Subsequent electronic filing is free. Sections 27 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and 28 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and this section create neither a right of forced access to a building nor a duty for an authority to intervene.

Professional reports, fire safety plans and other ordinary professional documents are retained for at least 15 years.

The 15-year minimum is not permanent retention. Successive versions and appendices remain linked to the original filing for the applicable legal retention period. Personal information is handled under applicable statutory retention, confidentiality, destruction and anonymization obligations.

Technical and historical data that do not constitute personal information are retained permanently to the extent permitted by applicable law. Properly anonymized data may be retained over the long term when lawful, consistently with legitimate purposes and applicable anonymization rules. Originals containing personal information remain subject to their own retention periods, access restrictions and destruction or anonymization requirements. Merely removing names does not establish lawful anonymization.

The minimum periods in this section apply to registry documents; they do not prescribe the minimum period for independent professional records maintained under the regulation on keeping, preservation and transfer of records.

DPJ_ exhibits associated with a professional document, and their exhibit versions, follow the legally applicable retention period for the related record, subject to personal-information protections, stricter retention rules and statutory exceptions. Linkage history is retained without making the retention of a file permanent after its lawful period has expired.

Notices relating to non-compliance under documented action or requiring actions, changes in classification or status, and corresponding follow-up or correction documents are retained for at least 25 years.

This 25-year minimum does not remove permanent retention of only the essential administrative metadata identifying buildings, their lifecycle and authority affiliations required by section 14 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI), subject to applicable personal-information laws.

The record of an unconfirmed substantiated report retains its provisional status, sources and verification, correction or administrative-closure actions. Document retention and access are limited by legal necessity and proportionality; no unauthorized publication or disclosure may turn it into confirmed non-compliance. Traceability of verified facts and changes is preserved.

DPJ_ exhibits associated with a non-compliance notice, status change, follow-up or substantiated report follow the corresponding record’s retention rules and its necessity, confidentiality and personal-information safeguards; an unverified report does not, solely on that basis, automatically attract the retention period for a confirmed formal notice.

Every EDJ_ audit-log entry is retained for at least ten years after the operation it records. Throughout that period, the integrity of the entry, the corresponding SGN_ identity, evidence of the operation’s signature and the references needed for verification must remain usable.

The 10-year minimum does not replace the permanent history of EDF_ identifiers, creation, cancellation and demolition events, reference changes and declarations of jurisdiction. Those essential events are recorded in a separately protected history without retaining every technical log or item of personal information indefinitely where not legally justified. The SGN_ identifier and the historical cross-reference required to attribute past actions to their actor remain preserved after that person leaves, dies or retires, subject to applicable personal-information protection laws.

Every operation under section 14 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act automatically creates a verifiable EDJ_ entry linked to the authorized person’s SGN_ identifier. The record includes the reason, reliable date and time, authorization, scope, relevant identifiers, outcome and evidence required to verify the electronic signature of the operation. Consultations and retrievals of copies are signed only as registry operations; they do not create a professional signature on a report. Traceability must be verifiable for both the interface and API, including where an identified user is refused access.

Each entry identifies:

1° the unique EDJ_ identifier of the entry and the SGN_ identifier of the authenticated natural person to whom the operation is attributable;

2° the exact date and time of the operation, in Coordinated Universal Time, using a reliable and verifiable time stamp;

3° the precise nature of the operation, including a search, consultation, filing, observation, reading a notice, approval, retrieval of a copy, download, correction, modification, deletion or refused attempt;

4° the relevant EDF_, DEP_, AC_, EDJ_ or other identifiers, documents, versions or data concerned and the actual scope of the operation;

5° the declared reason, with a verifiable reference to the mandate, request, file, investigation or legal basis, as applicable;

6° the personal authorization actually relied upon, its scope and its validity period at the time of the operation;

7° the outcome of the operation, including acceptance, refusal or failure;

8° the organization, function and capacity in whose name the person acts, where applicable;

9° the channel used, including the interface or API, and the technical information necessary to verify authentication, integrity and traceability, without excessive collection of personal information;

10° reliable electronic evidence linking the authenticated person, the operation authorized by that person, the elements concerned and the time stamp so as to permit later verification.

Where an operation concerns the log, the entry must indicate its scope.

Consulting the audit log, including a consultation covering several entries at once, creates a separate EDJ_ entry bearing the viewer’s SGN_ identifier, the precise set of entries or actual range reviewed, the reason and the outcome. Reading several entries does not permit logging to be omitted or access beyond that person’s permissions.

For a consultation or transmission to a coroner or an authorized member of a police force under section 21 (ACT RESPECTING FIRE SAFETY PRACTITIONERS), the log also identifies the relevant police force or coroner's office, the verifiable reference for the investigation or inquest, the authorization relied upon, the records and documents actually accessed or transmitted, and the dates and times of the operations. Access to amendment histories and to the audit log itself is recorded to the same standard, without public disclosure of this confidential information.

Every individualized search or consultation and every download or retrieval of a copy is electronically signed as a registry operation by its SGN_ actor, using a verifiable method suited to that operation. This signature attests to the registry action, not the authenticity or professional approval of the report viewed or downloaded; it never makes the viewer a signatory of that document.

For an automatically executed action, the log identifies its technical nature, originating process and, where one exists, the EDJ_ identifier of the triggering operation. It retains the SGN_ identifier of the person who initiated the chain or, where no person initiated it, of the individual officially designated as responsible for that process, without falsely attributing a manual act or professional signature to that person. Attempts made before authentication for which no SGN_ identity can be established are retained in a separate technical security log; they must not be falsely attributed to another person and are linked to audit entries if later attribution becomes verifiable.

The automatic entry of an operation in the log does not constitute a new operation to be logged.

The transitional pre-registry must maintain an audit trail appropriate to declarations and payments without being treated as the comprehensive documentary access log required after activation.

For every notice and recipient authority, logging separately records receipt of the filing by the registry, availability and display of its flag, notification attempts and delivery failures, reminders, “Flag seen” confirmation, “Notice consulted” opening and “Acknowledged” confirmation. A missing event must not be replaced by a presumption of reading or intervention.

For the purposes of the functions under section 14 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act establishing the Order, the following requirements supplement this Regulation:

Every consultation, search, extraction, transmission, modification, correction, deletion, attempted access or other operation performed on the registry is entered in an audit log.

Every consultation, search, extraction or other access to the audit log is also entered in that same log.

This obligation applies to every person, including:

1° members and employees of the Order;

2° the Minister responsible for the administration of the Fire Safety Act and persons acting under that Minister’s authority;

3° delegate bodies;

4° technology administrators;

5° persons responsible for an investigation, audit, inspection or verification.

An entry may not be deleted or modified after it is created.

A technical correction must preserve the original entry and create a new entry indicating the correction, its author, date and reason.

Any attempt to modify, delete, disable or bypass the log must itself be entered to the extent technically possible.

The log is confidential.

Every access to the audit log itself, including a search, consultation or extraction, is signed as an operation and recorded under a separate EDJ_ identifier bearing the authorized person’s SGN_ identity, the reason, date and time, scope actually reviewed and outcome. A grouped review of ten entries, for example, may create a single consultation EDJ_ entry if it unambiguously identifies all ten entries examined; it confers no additional access rights.

This rule also applies to access by:

1° the Order;

2° the Minister responsible for the administration of the Fire Safety Act;

3° an administrator;

4° an investigator;

5° an auditor;

6° a delegate body.

Automatically writing that new entry does not itself generate another entry, in accordance with section 14 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act; the duty arises again only when a person or distinct process actually consults the log.

EDJ_ audit-log entries are protected against alteration and deletion. Their identifier, SGN_ code, time stamp, references and electronic evidence of the operation remain verifiably linked; a correction is made through a new entry linked to the original rather than by rewriting it.

Backups necessary to preserve the integrity of the log are kept separately from the operational database where reasonably possible.

Verified backups, a continuity plan and restoration mechanisms protect data, versions and administrative events. Access permissions are revocable and reviewed periodically.

Before any professional consultation under section 19 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, the user is personally authenticated under that user’s SGN_ identifier, within their individual permissions, and states:

1° the EDF_ identifier of the building, or references enabling the registry to determine it before document access;

2° the professional purpose of the consultation;

3° the nature of the mandate, statutory function or prior express request for an offer of services or assessment of a contemplated mandate;

4° the identity and capacity of the person for whom the user acts, where acting on behalf of another;

5° where mandated to provide a copy to an owner or representative, a verifiable reference to the mandate and the relevant document or building;

6° for pre-mandate consultation, the date and verifiable reference of the prior request, the identity and capacity of its author, and the professional need expressed, without requiring a price, offer or previously defined mandate;

7° the user’s professional capacity and a reference enabling verification of authorization where this has not already been confirmed by the registry. Merely being permitted to upload a document on behalf of another person does not constitute authorization to consult.

For personal consultation of a document the person has signed or professionally approved, the holder must indicate the authorized purpose related to that act; a current mandate from a former client need not be declared. The registry verifies the person’s identity and professional responsibility for that document without reusing the former employer’s account. The search, consultation or retrieval of a copy receives its own operation signature and EDJ_ reference, without attributing the document’s professional signature to the viewer.

Access is based on a personally authenticated SGN_ identity, declared and verifiable permissions and a stated reason; it is subject to subsequent review. Rights are assigned and revoked by individual and function, including for staff of competent authorities, the Régie du bâtiment du Québec, police forces and the Coroner’s Office; an SGN_ identifier does not itself confer any consultation right.

A ‘My reports’ function enables a duly authenticated authorized professional to retrieve only documents they signed or professionally approved, together with their relevant versions and rectifications, within section 19 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. Searches, consultations and exports are logged and limited to authorized purposes. Unusual use may be reviewed without any automatic presumption of misconduct or access to the former employer’s client portfolio.

The “My reports” feature remains targeted access to filed documents and is neither general access to working papers held by an employer nor a replacement for the independent professional record.

A function separate from “My reports” allows an authenticated member of the Order or any other person authorized under section 19 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act to consult, on an occasional basis, official documents needed for a professional mandate or a function lawfully performed concerning the building identified by its EDF_ identifier, within applicable disclosure rights. Access does not depend on a filing being required under the mandate or on the user being the signatory of the documents consulted. When copies are supplied, access is limited to documents the owner or representative is legally entitled to receive. Searches, extractions and transmissions are logged and limited to the verified purpose, with no general or permanent access to another person’s files.

For a prior express request for an offer of professional services or an assessment of a contemplated mandate under section 19 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, the registry distinguishes that purpose from an existing mandate and records the date and verifiable reference of the request declared before access. Occasional consultation may enable the professionally authorized person to assess their competence, capacity or availability, determine the feasibility or scope of the contemplated mandate and prepare an offer, even where no price is stated or offer ultimately submitted. Reading rights are limited to the EDF_ identifier and lawfully disclosable information needed for the declared purpose; operations remain traceable and subject to subsequent review, without routine manual processing by the Order or searches for clients or contact details for prospecting purposes.

Each search, document opening, consultation, download or retrieval of a copy generates an EDJ_ entry signed as an operation by the relevant SGN_ individual. This access attestation does not make the viewer a signatory of the report and does not change the identity of the professional responsible for the filing.

Fees payable for a filing or a registry-related service are those determined by the Regulation respecting funding of the Order and registry fees.

Eligible preventive reports, substantiated reports requiring verification, formal notices of non-compliance under documented action or requiring action, changes of classification, supplements, correction notices and corresponding administrative closures are received, routed, tracked and processed entirely without fees, during or outside a mandate. Receipt and follow-up may not be conditional on payment or subsequently invoiced. Only separate filings of eligible professional reports and documents under paragraphs 1 to 5 of section 15 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act remain subject to the ordinary fee, without duplicate collection.

For each paid filing, the registry retains the applicable fee amount and invoicing status for administrative traceability without altering the professional content of the filed document.

The transitional establishment charge, initially set at $10 and then indexed under the regulation made by the Minister responsible for the administration of the Fire Safety Act under the Act, applies at the annual rate to eligible reports before activation pursuant to section 35 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act and the financing regulation. The pre-registry does not store the full report, and the transitional charge is not a filing. Official voluntary filing under section 69 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) is distinct from that process and does not entail a second charge for the same report. The ordinary charge takes over without duplicate charging.

Each chargeable document retains a single chain linking the original filing, its corrections and later revisions, without erasing earlier versions. Metadata identify the cycle reference date, the next due date and the basis for its calculation under section 15 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act.

The Order may process registry information to produce the anonymized and aggregated statistics provided for in section 14 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act.

Those statistics may include:

1° the number and type of non-compliances;

2° correction rates and correction times, with closures based on requirements that no longer apply counted separately from verified physical corrections;

3° changes over time and progress curves;

4° distribution by system type, activity or any other relevant category;

5° provincial or territorial trends where anonymity can be preserved.

Before any publication or disclosure, the Order applies the anonymization, aggregation, suppression or grouping measures required so that it is not reasonably possible to identify, directly or indirectly, a person, professional, owner or building. Categories or cross-tabulations containing too few observations are grouped or suppressed where necessary.

Format, protocol and interoperability specifications are set out in the registry technical specification prepared and revised by the technical committee and approved by the board under section 17 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. Each version is published with its effective date and transition arrangements; it changes no right, duty or safeguard established by statute or regulation.

Authentication, professional validation of filings, file integrity, per-operation permissions, data minimization, confidentiality and logging apply equally regardless of channel. An application acting for a user and the person carrying out the filing as distinct from the signatory remain identifiable. Any express confirmation must actually be requested and may not be inferred from an automated read. Individual operations use an authenticated personal SGN_ identifier retained in the corresponding EDJ_ entry, including where software, a third party or a technical account submits the call. Electronic signing of the operation remains distinct from any professional signature on the document.

An insurer may use the API for a targeted consultation about a building it is considering insuring, within the limits of the information set out in section 23 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, after authentication and declaration of a genuine verifiable insurance application file. Prospecting, automated exploration of several buildings and bulk extractions remain prohibited on either channel.

A competent authority or the Régie du bâtiment du Québec may integrate through the API the information and operations to which it is entitled into its information systems, subject to its authorizations and the legal restrictions on modifying records.

The same secure transfer functions are available for the principal professional PDF and DPJ_ supporting exhibits, with receipt, integrity checks, metadata, permissions and acknowledgments equivalent to those of the Web interface.

Geographic coordinates and their metadata are available through the API only within the user’s legal scope. Their format and presentation arrangements are governed by the technical specification and confer no additional access right.

Every operation offered through the registry’s electronic interface is also offered through a secure application programming interface, in accordance with the regulatory procedures. Subject to the functions legally authorized, this equivalence includes filing and consulting documents, notices, supporting exhibits and information, and the corresponding acknowledgments of receipt.

Choosing between the interface and the API creates, removes or changes no legal right. A person or organization may perform an operation through the API only if entitled to perform the same operation through the interface. The same rules governing professional capacity, mandates, purposes, consent, professional signature or approval, confidentiality, authentication, per-operation authorization, security, auditability and lawfully prescribed fees apply to both channels. Confirmations requiring an express act may not be presumed merely from a read request. Every individualized operation, including a consultation or download, remains attributable to the individual’s identity and the corresponding audit log entry; the use of an application or technical account must not obscure the individual on whose behalf it acts.

Technical permissions are scoped to each function, revocable and logged. Reasonable rate, volume and security limits must not amount to a general refusal to offer through the API an operation lawfully available through the interface. Bulk searches, prospecting and access outside the authorized purpose remain prohibited under their own rules. Procedures are specified in the regulations made under sections 17 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) and 42 (ACT RESPECTING FIRE SAFETY PRACTITIONERS).

When a delegated central labour organization or independent association uses the API, each request complies with section 24 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act and the external-access regulation: an authenticated eligible organization, individual user, authorized building, valid representation and, for a central organization, a current written delegation. The response contains only the existence of the current notice requiring action, its nature and deadline; it supplies no general premises list, worker identity, document or historical extraction. An affiliated association has no autonomous API access alongside its central organization.

For a legally authorized competent authority, the dashboard and API shall support, subject to applicable metadata and access rights, searching or filtering for:

1° buildings with at least one inspection report whose overall conclusion is “non-compliant”;

2° buildings with a non-compliance requiring action still in effect;

3° non-compliances under documented action with approaching correction deadlines, within a configurable search window;

4° normally expected periodic inspections for which no corresponding report has been filed after the grace period set out in this section;

5° buildings with successive inspection reports concluding “non-compliant” for the same type of inspection, system or subsystem, and reference standard.

The Régie du bâtiment du Québec’s province-wide read-only dashboard, subject to administrative consultation acknowledgments, supports searches and statistics by municipality, administrative region, building category, non-compliance type, status and age of records. It separately displays “EDF_ — RBQ” records, the applicable grounds including those prescribed by regulation under section 20 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, the relevant areas, EDF_ identifier and available administrative keys. During the 18-month initial-integration period, a provisional lack of designation alone does not mass-classify records with no actual notices; institutional conflicts and actual serious notices filed with no designated authority appear without delay in this section. The same functions are available through the API within section 20 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act. The ordinary “new notice”, “Flag seen”, “Notice consulted” and “Acknowledged” tracking flags are retained independently of the EDF_ identifier category. Filters use available metadata and reliable administrative sources without imposing additional reporting on professionals. Building-identifying information remains confidential and third-party disclosure remains subject to section 14 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act.

The missing-expected-report filter uses only a schedule that can reasonably be determined from an applicable requirement and reliable registry metadata. It flags the absence of a filing after a 30-day grace period following the normally scheduled inspection date: an annual inspection expected one year after the previous one is therefore flagged if no corresponding report is filed one year and 30 days after that inspection.

This grace period is solely for classification and display of a monitoring indicator. It does not extend the legal filing deadline in section 7 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI), create a new inspection requirement or by itself establish proof of a breach. Where the frequency or reference date cannot be established reliably, the registry shall not presume that an inspection is overdue.

Filters use only the reports and notices already required; they do not impose a separate individual record for each apparent anomaly or deficiency identified in a report. Building-identifiable access remains restricted to authorized competent authorities, while summary data communicated for statistical purposes is anonymized in accordance with the statutory confidentiality requirements cited above.

Administrative interfaces and APIs available to permit issuers and competent authorities allow records to be created, permit and demolition events to be transmitted, jurisdiction to be declared and triage keys to be managed without systematic manual processing, each according to applicable access rights. System-to-system exchanges are authenticated; where an application acts on behalf of a user, delegated authorization uses a three-party OAuth-type protocol with appropriate safeguards. Separate mechanisms are provided for direct exchanges between authorized systems.

Security measures include multifactor authentication for sensitive users, documented least-privilege APIs, separate reading, filing and updating permissions, and a permanent log of essential administrative events. Continuity and disaster recovery prevent the loss of mandatory notices.

The simplified systems and equipment directory may support filters, but the mere presence of equipment or an “undetermined” entry does not establish that a periodic inspection is legally required. A report is flagged as potentially missing only where the requirement, subject matter and due date can be established from sufficient reliable information, retaining the existing 30-day grace period.

API operation identity distinguishes, as applicable, the application or technical service, the organization holding access, the authorization holder, the triggering user or service, the professional who validated the document and any separate person carrying out the filing. Technical authorizations are scoped, revocable and renewable; shared credentials that prevent attribution of operations are avoided. Authentication secrets are never recorded in clear text in the audit log. These arrangements confer no additional viewing or filing rights.

The mechanisms described in sections 40 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and 41 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and in this section apply in a region only after legal activation and creates no corresponding duty in inactive regions.

On receiving a construction permit for a new covered building from an authorized issuing authority, the registry checks for an existing matching record, creates a building record, issues its EDF_ identifier and sets the state to “Authorized project”. The EDF_ identifier is returned to the permit issuer in the acknowledgement.

Upon receiving reliable administrative information confirming completion or occupancy, including an occupancy certificate where one exists, the state becomes “Active building”. Initial property taxation or entry on the assessment roll may serve as supplementary verification, not the primary trigger.

The mechanism described in this section applies in a region only after legal activation and creates no corresponding duty in inactive regions.

Transmission of a demolition authorization changes the state to “Demolition authorized” without archiving the building. Actual demolition, confirmed by the authority possessing the information, changes the state to “Demolished building — archived” and removes the building from the active inventory without deleting its EDF_ identifier or history.

Final cancellation of an authorized project or confirmed abandonment changes the state to “Cancelled project”. A EDF_ identifier assigned to a cancelled project or demolished building may never be reused.

A new building replacing a fully demolished building receives a new record and a new EDF_ identifier even if the address, owner and lots are unchanged. The registry preserves a historical link to the previous building without automatically carrying over its non-compliances.

Renovations, extensions, conversions and changes of use do not automatically produce a new EDF_ identifier. The competent authority concerned provides its administrative determination based on physical and functional building identity and on requirements within its responsibilities. The registry performs technical matching checks and implements joint decisions or, in a persistent dispute between authorities, the Régie’s limited administrative determination; it decides neither legal jurisdiction nor each authority’s applicability declarations.

Every covered professional document, whether delivered to a client or filed, displays its EDF_ identifier in the header or footer of every page, including appendices created as part of the document, fire safety plans, PDFs, revised versions and professionally approved evacuation documents. A mention only on the cover, in a filename or only in metadata is not sufficient.

The EDF_ identifier is inserted before final signing or approval. Where an original or previously signed exhibit cannot be altered without affecting its legal value or integrity, a linking sheet showing the EDF_ identifier on each of its pages and a permanent technical association are attached without changing the original content. Restrictions governing publication or disclosure of protected exhibits continue to apply.

If no EDF_ identifier exists when the document is prepared, allocation may be requested before signing. For an urgent safety filing, the registry exceptionally accepts available references and performs subsequent matching; that exception does not authorize omission of the EDF_ identifier from subsequent documents once it has been assigned.

For a report linked to several EDF_ identifiers, all concerned EDF_ identifiers remain legibly identifiable in the header or footer of every page, including appendices produced as part of that report. A compact or multi-line presentation may be used according to the number of buildings; a mapping schedule may supplement, but not replace, identification on every page.

The mechanism described in this section applies in a region only after legal activation and creates no corresponding duty in inactive regions.

The page-by-page display requirement applies to the principal professional-document PDF and its paginated documentary appendices. It does not require altering the original photograph, audio or video recording or other separate DPJ_ exhibit: permanent electronic linkage through DPJ_ metadata and EDF_ identifiers identifies those files. This exception must not be used to artificially extract pages or documentary appendices forming part of the principal PDF.

For the purposes of the functions under section 16 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act establishing the Order, the following requirements supplement this Regulation:

Professional documents governed by the Act establishing the Order are associated with the record of the building or buildings concerned in accordance with the requirements prescribed by the regulation respecting the central registry of OPSI. This association must reliably link documents, their documentary appendices and versions to each building record.

Regulatory procedures safeguard the integrity of previously signed originals, permit subsequent reconciliation where the initial association cannot be established and distinguish the principal professional PDF from separate supporting exhibits. They may not prevent receipt of an urgent notice or require an original supporting exhibit to be altered to add a technical marking.

The registry permanently retains each building’s administrative identity, EDF_ identifier, essential lifecycle events, changes of address and lot, historical references, jurisdictional affiliations and links between successive buildings. These data are protected against retroactive rewriting and correction leaves a trace.

The 15-, 25- and 10-year minimum periods applying to ordinary documents, non-compliance notices and technical logs respectively do not guarantee permanent document retention. Personal-information retention, deletion and anonymization comply with applicable law; the registry distinguishes necessary permanent metadata from records no longer lawfully required to be retained.

Permanent history also covers each filing's links to the affected EDF_ identifiers and any expressly declared changes to those links, requests and decisions concerning record mergers or subdivisions, each authority's applicability declarations and administrative determinations of the Régie. No event rewrites prior documents or identifiers.

Each document’s metadata include the field “Contains personal information: Yes / No / To review”. “To review” requires an assessment before any extended-retention or disclosure decision, without blocking a filing or access expressly required by law. Retention, use, access, destruction and anonymization of personal information comply with applicable purposes, time limits, safeguards and legal requirements, including the framework modernized by Law 25 and the anonymization rules. Restrictions on access to sensitive information remain in force.

DPJ_ exhibits and their metadata are subject to the same necessity, confidentiality, access-restriction and logging principles as the related record, assessed separately for each file. Authorization to view a principal document does not automatically authorize access to every supplementary exhibit; applicable permissions are checked before any disclosure, including through the API.

The regulation distinguishes permanent retention of essential identifiers and administrative events from minimum retention periods for documents and logs. It provides confidentiality, security and personal-information safeguards consistent with applicable law. Permanent institutional memory includes non-personal technical and historical data and, where lawful, properly anonymized data; it does not justify indefinite retention of originals containing personal information.

When a professional report covers one or more buildings, the filer designates the corresponding EDF_ identifiers in a single filing operation. Those EDF_ identifiers define only the buildings to which that report is linked.

The linkage is specific to the filing and creates no permanent building grouping, collective identity, merger or subdivision. The buildings' EDF_ identifiers and each authority's jurisdiction and applicability declarations remain unchanged.

The mechanism described in this section applies in a region only after legal activation and creates no corresponding duty in inactive regions.

The registry retains one official document for a filed report and assigns a single DEP_ identifier regardless of the number of affected EDF_ identifiers. No additional physical copy or separate report identifier is created for each building.

Subject to existing access rights, each affected building record gives access to that same official document and DEP_ identifier through a technical link to the single registry record. The metadata specifies the scope covered for each EDF_ identifier where relevant.

Where a report concerns several buildings, a person authorized to consult one building’s record may access only information within that person’s legally authorized scope. Where necessary, the registry presents a view or extract in which inaccessible portions are redacted, without granting access to information relating to another building. The official signed report remains preserved in its entirety, together with its integrity, versions and history, for the legally applicable retention periods. That view or extract is neither a new professional report nor a new filing. Persons legally entitled to consult the complete report retain access within the limits of their rights.

The mechanism described in this section applies in a region only after legal activation and creates no corresponding duty in inactive regions.

For the purposes of the functions under section 16 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act establishing the Order, the following requirements supplement this Regulation:

Each intervention subject to a standalone requirement directly imposed by the Safety Code, the fire prevention code it incorporates or an applicable municipal by-law produces its own professional report. Checks under a standard incorporated by reference in the directly required standard may be included in that report, without a separate report or filing fee solely because of that reference.

The report may be filed in one operation and linked to several covered buildings. These links and incorporated technical references do not, by themselves, create additional reports; reports responding to independently and directly imposed requirements each retain their own filing.

Separate reports remain necessary where a legally applicable requirement or the actual independence of the interventions and professional conclusions requires them. An overall integrated testing report may attach or refer to relevant independent reports without artificially duplicating them or requiring a second filing of the same document.

Where several lots are directly concerned, each relevant lot must be indicated.

The registry assigns a unique number to each filing.

On receipt of a professional report, the registry automatically verifies, using lawfully accessible information on the signatory’s authorization and its history, that the person had the legal right to perform and sign the act on the dates those acts actually occurred. The dates of the act, signature and filing are distinguished. A document for which the required authorization is not established cannot be recognized as a valid professional report; any refusal and its reasons are recorded without erasing the received document or event. A subsequent permit expiry does not retroactively invalidate a lawfully performed act. Difficulty with administrative verification must not prevent the preservation or routing of an urgent report. This documentary check is not a design or technical-compliance review and creates no new authorization for members of other orders.

It preserves the traceability of corrections, replacements and versions.

Filing does not constitute approval, certification or validation of the document by the Order.

A report’s overall “non-compliant” conclusion is tracking metadata. It does not, by itself, create a separate record for each apparent anomaly or an individual non-compliance notice: any separate reporting obligation remains governed by the Act establishing the Order.

The report precisely identifies the buildings, systems, subsystems, equipment or installations covered and their EDF_ codes; where an installation serves several buildings, the same filing may be linked to each code. The distinction between a directly imposed requirement and standards incorporated by reference follows section 49 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI). The filing fee remains governed by the funding regulation; linking several EDF_ codes does not artificially multiply the filing.

A correction, revised version or new iteration of a report retains its EDF_ identifier links by default. Each addition or removal of an EDF_ identifier must be expressly declared; the registry logs the date, author and history without altering earlier filings or versions.

A non-compliance recorded in a report linked to several EDF_ identifiers may affect one building or several of them. The notice identifies the EDF_ identifiers actually affected by that non-compliance and retains a single notice identifier, with the necessary links to prevent duplicates.

Notices and their follow-ups are routed to each legally entitled recipient authority according to the declared areas of the buildings concerned. For each EDF_ identifier classified as “EDF_ — RBQ”, the Régie du bâtiment du Québec receives, for the areas giving rise to that classification, the same notices, reports, status changes, follow-ups and corrections that a competent authority would receive, without creating a new professional notice. In an institutional conflict the authority concerned continues to receive them simultaneously. Classifications, deadlines, tracking flags and action procedures remain unchanged.

The registry may maintain a simplified directory for the main families of fire safety systems and equipment in a building identified by its EDF_ identifier, with each entry marked “present”, “absent” or “undetermined” and showing the source and date of the last reliable information.

Directory data are obtained primarily from competent authorities, administrative references and sufficiently reliable information already contained in professional documents normally filed in the registry. Their source, date, accuracy and verification status are retained. Maintaining this directory does not require any standalone system-identification filing by an engineer, a professional technologist or anyone else. Uncertain data are marked as such and may not be presented as a complete inventory or compliance certificate.

The presence of equipment creates no inspection obligation. A report is flagged as potentially missing only where the applicable requirement, subject matter and due date can be reliably established; missing or uncertain equipment information does not create a new non-compliance notice.

A legally authorized professional who actually observes, within the scope of a mandate, a system not listed in the simplified directory may have that observed presence added, stating the source, date and scope of the observation, without producing an additional professional report or inventory. This documentary entry is neither approval of design or installation, nor a compliance attestation, nor certification of a complete inventory. This optional administrative update creates neither an additional professional report nor a filing fee.

The mechanism described in this section applies in a region only after legal activation and creates no corresponding duty in inactive regions.

Competent authorities submit requests to correct identity, merge or subdivide building records and their administrative associations through a logged procedure. The registry checks duplicates and effects on identifiers without replacing the authorities in determining applicability or legal jurisdiction.

Where a change affects the shared identity of a building attached to several authorities, their documented agreement is required. Without consensus, the existing usable record is maintained and the matter may be referred to the Régie du bâtiment du Québec under the Government Regulation and proposed section 111.1 of the Building Act.

A genuinely new identity may be assigned a new EDF_ identifier; replaced or historically linked EDF_ identifiers remain preserved and may not be reused. A mere administrative association or linking a report to several EDF_ identifiers does not cause the issuance of a new EDF_ identifier.

Authorized mergers, subdivisions, rectifications and reconciliations are carried out as controlled, historized operations. Previously assigned EDF_ identifiers and their earlier mappings, as well as links between buildings, documents, notices, authorities and decisions, are preserved without overwriting them. Affected computed indicators are recalculated from applicable data after the operation; no physical merge makes a historical EDF_ identifier untraceable.

The mechanism described in this section applies in a region only after legal activation and creates no corresponding duty in inactive regions.

As an express exception to the signatory’s personal consultation right under section 19 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, a retired “PSI ret.” member has no permanent, general or search access to the registry, including reports previously signed by that member. The member may not file, amend, sign, approve or authenticate professional documents as a practising PSI or perform reserved activities, even without pay. Personal consultation rights of other legally authorized non-retired signatories remain unchanged. The retired member’s historical SGN_ identifier remains preserved and non-reassignable so that previous acts and consultations remain attributable; this retention authorizes no new professional signature or registry operation by virtue of retired PSI status.

An exceptional request identifies the protected right or proceeding, the precise necessary documents, purpose and requested duration. A competent authority authorizes only narrowly scoped, temporary, normally read-only, logged access that expires automatically and may be revoked when its purpose ends. Privilege, professional secrecy, privacy rules, mandatory statutory disclosure and court orders prevail. Where exceptional access is authorized, the person may use the interface or API within the same targeted scope; channel choice confers neither general search rights nor permission to file professional documents. Where the law exceptionally permits a retired member to consult records, the consultation is authenticated and signed as an operation under that person’s SGN_ identifier, with an EDJ_ entry, without making the person a professional signatory of the viewed document.

Pursuant to section 75 (ACT RESPECTING FIRE SAFETY PRACTITIONERS) of the Act, sections 5 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) and 6 (REGULATION RESPECTING THE CENTRAL REGISTRY OF OPSI) of this regulation are repealed upon completion of mandatory regional deployment.

The repeal has no retroactive effect and does not erase any file, vested right, payment or earlier act lawfully established.