Keeping the Records

As a building manager, you need to know and record in detail what you are managing. Without this information you cannot decide on a maintenance policy or estimate your expenditure for a budget. Basic information that a building manager needs to have (that is not always easy to obtain, other than in an ad hoc fashion) includes:

  • plans, showing location of all elements, easements and construction details
  • age and condition of the building
  • service details
  • maintenance requirements
  • names and contacts of those responsible for maintenance
  • dimensions and areas of accommodation
  • local council and other statutory body requirements
  • reports on the building, including a management plan
  • details of previous works

Keeping good records provides an accurate tracking system on an item's condition. Additionally they become a guide to likely future problems and costs, indicate whether a property is being over- or under-maintained or misused, and can show if previous maintenance methods were appropriate or if there are any design or material defects that are likely to eventuate at some stage in the future.

On Site Record Keeping

A day log book or diary - A diary, accessible to all tenants, can be used by tenants to record reported defects, injuries, equipment failure etc.

Maintenance log book - records all maintenance work carried out, including a description of the work, date of completion, costs, contractor and warranties.

Periodic inspection survey - All properties should be inspected at regular intervals to identify any deterioration and required maintenance work, including cleaning.

Where there may be changes in maintenance personnel, the failure to keep detailed records can often result in a repetition of previous mistakes. The usefulness of written records is enhanced by periodically taking photographs to illustrate any changes in the performance of the repair.