knowledge article
What Records Should a Facilities Manager Retain?
A facilities manager should retain the records needed to show assets, instructions, inspections, maintenance, defects, decisions and completion within the organisation’s legal and operational requirements.
Discuss your requirementsGuidance designed to be read.
What to check
- asset and location identifiers.
- contracts, work orders and approvals.
- test, inspection and completion evidence.
- defects, actions and controlled document versions.
Plan the next decision
Define retention and access by record purpose, privacy and legal need. Keep a usable audit trail without collecting irrelevant personal or confidential information.
Define the person who can authorise work, the access conditions and the outcome required. Where the subject affects safety, security or compliance, use the competent assessment and premises-specific information required for that system.
Records and follow-up
Keep the instruction, findings, action taken, completion evidence and any open recommendation with its owner and due date.
Questions to ask
What information should I provide?
Give the property, exact asset or area, symptoms or trigger, previous findings and current restrictions. Include relevant drawings, manuals or reports where available.
Does this guide set a universal maintenance interval?
No. The applicable duty, risk assessment, system design, recognised guidance, manufacturer instructions and actual condition determine the property-specific requirement.
What should completion information show?
It should identify the work or assessment performed, findings, results, defects and outstanding action clearly enough for the responsible person to decide what happens next.
Source
See current official guidance. Apply it to the actual premises and recheck current requirements before relying on time-sensitive details.