A challenge in building compliance is the management of documentation related to the designed performance of the building.
As facility managers change over time, crucial information can be lost, leading to potential risks and inefficiencies in the building's operations. This underscores the need for proactive measures to retain and protect vital data.
It is important for service providers to retain data and educate the building management on the importance of this information.
Importance of data retention
Effective data retention not only helps ensure regulatory compliance but also supports performance monitoring, maintenance planning and overall operational excellence.
By preserving documentation related to building design, systems performance and safety features, organisations can mitigate risks and optimise resource utilisation.
Documentation protection
Apart from traditional documentation management practices, here are some additional ideas to enhance documentation protection and promote ongoing compliance.
Additional methods for documentation protection
Enhanced asset labelling
This method involves implementing additional labelling on individual assets within the building.
This method involves applying clear, durable signage on plumbing assets to support compliance, maintenance, and, critically, Fire Rescue Victoria (FRV) operations. For example, fire water storage tanks must be identified with permanently affixed signage specifying the type of supply (e.g. PRIMARY WATER SUPPLY FOR FIRE HYDRANT SYSTEM) and the effective capacity (e.g. EFFECTIVE CAPACITY 144 000 L), as required by AS 2419.
In cases where an approved performance solution or dispensation is used, such as a hydrant system requiring three hoses to achieve full coverage, additional labelling can clarify the operational design to ensure that both maintenance and routine service contractors, as well as FRV, are fully informed. Clear labelling of these features aids in regulatory compliance, simplifies inspections and supports operational integrity across the asset's lifecycle.
Digital documentation repositories
This involves investing in digital documentation repositories or building information modelling (BIM) platforms to centralise and organise critical information.
These platforms can store design specifications, performance data, maintenance records and compliance documents in a structured and accessible format. Regular updates and backups of these platforms ensure data integrity and availability.
While most providers now use digital systems, the issue mainly lies with the retention of the information that is accessible to the facilities manager during and post contract.
Collaborative documentation management
It's important to encourage collaboration between building management and service providers to streamline documentation management processes, which establishes clear protocols for data sharing.
This could involve updating procedures and training initiatives to ensure that all stakeholders are aligned with compliance requirements and best practices.
Periodic audits and reviews
Regular audits and reviews of documentation practices identifies gaps, inconsistencies and outdated information. Incorporating feedback from audits into continuous improvement efforts strengthens documentation protection and compliance strategies.
It is expected that the Victorian Government Building Manual will include a routine inspection of the documentation. This already partially exists through annual testing and surveys. It is important to ensure that field staff request and follow-up on this documentation while onsite. The annual test should not be a surprise for the owners, so early communication is key.
