Even though we’re finally living in this age of AI-powered tools, well, there’s some things that humans still have to do (for better or for worse, you can be the judge of that). And a couple of these would be inspections and audits. Who knows, maybe in the future there might be a push for that (but who knows how good a job that will be), so for now, it’s left to humans, well, facility managers in general, in this case, at factories, plants, and technically even commercial and residential property too.
So, facility management isn’t just fixing things. It’s proving things. They’re also all about proving equipment was maintained, proving safety checks happened, proving issues were addressed, and proving the building is being run responsibly. But what all needs to be inspected? Better yet, what about documentation?
It’s Time to Keep a Master Equipment List
An actual list rather than this being a mental list, that’s the key thing to keep in mind here. But yeah, this needs to be the first step, just having an equipment list that’s actually usable. Meaning, not just some vague idea of what’s in the building, but an actual list. HVAC units, boilers, pumps, compressors, emergency lighting, fire suppression equipment, panels, generators, and any other critical systems. Include model numbers, serial numbers, install dates if available, and where each item is located. And why is this relevant? Well, audits need specifics, that’s pretty much why.
You Should be Logging Maintenance Like a Habit
Hopefully this is obvious, but you’d be surprised how often that it’s actually not taken all that serious!y! But maintenance logs are the bread and butter. Meaning that the goal here is just being able to show what was done, when it was done, who did it, and what was found. Which, of course, means preventive maintenance, repairs, and any follow-up work should all leave a trail. Old-fashioned folders used to be the go-to, and technically, they still can, but CMMS, standardized forms, and spreadsheets like Excel might work even better (since you’re more organized).
Are You Keeping Proof of Testing for Safety?
While yes, documentation can feel really annoying, your average person doesn’t like to manage it, but it’s pretty obvious that it just needs to be done. You just know it matters, just no real way around any of that. But proof of testing applies to things like alarms, emergency systems, backflow prevention, and any equipment that needs routine verification to confirm it’s operating correctly.
Actually, a great example here would be mechanical systems, which keep records that show testing schedules and results for critical safety devices. Like, if a facility has pressure systems that use components like kunkle relief valves, documentation should show inspections or testing history according to the facility’s procedures and any applicable requirements.
In case of any accidents happening (well, hopefully no accidents happen at all here), there was at least enough documentation to prove there was an audit, and of course, that also helps in knowing what can be done in the future for more preventative measures too. But again, it’s about safety measures, it’s about preventative measures, it’s about having that paper trail in case anything were to somehow ever go home, be it human error or some sort of freak accident.
Is there One Clean Trail?
Now, it’s not just about accidents and having a paper trail for that. As you probably know at this point here, inspections can reveal issues, and audits usually care about what happened next. So it’s not enough to show that an inspection occurred. It helps to show the full chain, inspection results, work orders created, repairs completed, and follow-up verification if needed.
