Maintenance issues

Linked to the concept of maintenance plans is the broader issue of detailed maintenance information and recording maintenance information. A logical way of keeping up to date with maintenance is to keep records.

There is no set way of doing this. Each organisation will have preferred methods varying from real-time internet database systems linked to Computer Aided Drawings (CAD), possibly based from call centres, to paper systems.

Planned maintenance information may be kept separately from corrective maintenance, but some feedback from corrective maintenance should be available to inform the planned maintenance strategy.

There are a number of published maintenance manuals and log books that can be used. A comprehensive maintenance manual is that by Blacker, J., 1997, The Building Centre Maintenance Manual & Health and Safety File.

The maintenance manual or log book may include:

• information about the building, drawings, materials, components;
• contact information for owners, contractors, specialists, suppliers, emergency services;
• maintenance information and logs for fabric components including component description, expected life, activity, frequency, detailed instructions, criteria to judge condition and space to record actions;
• maintenance information and logs for services components including component description, expected life, activity, frequency, detailed instructions, criteria to judge condition and space to record actions; and
• external landscaping or outbuildings may be treated similarly.

Clearly there is overlap with the maintenance plan. It is possible to combine the maintenance manuals, log books and plan, particularly with the use of databases.

Building Regulations

Approved Document L Conservation of fuel and power requires that an owner or occupier of the building is provided with a log book giving details of the installed building services plant and controls.