Maintenance issues

Alternative maintenance information systems abound:

• paper based;
• word processor based;
• spreadsheet based;
• database;
• geographical information system (GIS) based packages;
• Computer Aided Design (CAD) bases packages;
• proprietary database systems; or
• bespoke systems.

Storage and access to data also varies:

• files;
• filing systems;
• stand-alone computer;
• networked computers;
• intranet based; or
• internet based.

Collection of data may be by:

• paper forms;
• handheld computers;
• computer tablets; and
• personal digital assistant (pda).

Information can be uploaded into a computer system:

• manually;
• electronically from memory storage devices (discs, memory sticks, etc.); or
• electronically via mobile telephones or internet systems

Information may be collected from:

• dedicated surveys;
• annual maintenance inspections;
• maintenance activities; and
• knowledge of the stock.

There are no set rules for using one system or another. Generally, the simpler the system the less the cost but the less flexible and less adaptable.

A paper-based system may be perfectly adequate for a single building or a set of non-complex buildings.

With larger organisations, more complex estates, diverse buildings and built assets, or larger maintenance organisations it may be beneficial to hold information electronically in a central system.

Computerised systems have set up, maintenance and training expenses which should not be underestimated. Data readily becomes outdated and there is the risk of being tied to a system that does not respond to changing demands and circumstances. For computerised systems to be successful, buy-in from staff and users is imperative. However, computerised systems allow ready access to data and ease of printing reports and assessing performance.