Record-keeping is vital for maintenance managers, as they look after the day-to-day at their facilities. Accurate, detailed records can help managers stay legally compliant, minimize liability, preserve warranties, manage assets, improve budgets, and predict expenditures.

For effective maintenance record-keeping, standardizing documentation practices means simplicity and consistency, centralizing data through digital tools allows for quick and easy access, and performing routine data reviews allows managers to identify any issues and adjust the strategy.

If your facility doesn’t have a specific system to efficiently manage record-keeping, here are some tips to help put that in place:

• Create protocols. Staff should record data using the same measurements, terminology, and format, so the data can be compared and tracked to take next steps.
• Train your staff. All qualifying staff should know how to record and access the required information, as well as the protocols so that records remain accurate, consistent, and accessible. Documents should all be stored correctly and named with a system, so nothing is misfiled and lost.
• Get it on the calendar. Schedule monthly or quarterly reviews so that records stay up-to-date and it becomes routine to manage record-keeping regularly. Include maintenance visits, manufacturer calls, or any changes that occur between scheduled reviews.
• Use technology. Invest in a Computerized Maintenance Management System (CMMS) to centralize items like work orders, asset and repair histories, and preventive maintenance logs in one place.
• Include all pertinent data with each record. Data like roof plans facility maps, maintenance receipts, work performed, and technician name can make future maintenance and budgeting easier and more accurate. If you can, also include information pertaining to manuals, warranties, and photos to each record.
• Secure your data. Use cloud or server backups and access permissions to keep records secure yet accessible to authorized personnel.

Efficient record-keeping allows maintenance managers to be keep track of previous maintenance or issues, plan preventative maintenance, lengthen asset lifespan, and budget for major upcoming expenditures. But along with managing costs, logs and inspection reports can help serve as proof of compliance for health and safety standards, employer policies, or environmental requirements, potentially limiting liability, should something unexpected occur.

Creating a safe, reliable, consistent record-keeping system allows maintenance managers to better run the business.