PREMISES LOGBOOK. General Guidance An explanation of each section and its use.
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1 PREMISES LOGBOOK PART ONE I. and Information It should be noted that some disciplines, including Asbestos Management and Water Hygiene have not been included in this logbook. Schools will already have a register or logbook for these disciplines and should continue to use these for the storage of relevant documentation. This logbook has been divided into two parts. Part One contains general information, records and guidance, and Part Two contains specific sections for storing building compliance related information and documentation (a detailed explanation of each section follows below). All pages from this logbook are available to download on EGfL An explanation of each section and its use. Further Support and Advice This section contains a list of common areas of building compliance with the most appropriate person to contact within the Council. There is also a list of websites that provide information and guidance on health & safety and building compliance. Guidance to Legal Duties for Maintenance Regime (without prejudice) December 2013 This guidance document was first issued in April It was compiled to provide building maintenance compliance guidance to help identify the minimum regime required to ensure that statutory duties are discharged in regards of compliance. Overview of Tasks and Documentation This section contains guidance on the minimum tasks that are required within each discipline and lists what records should be kept. Page 1 of 5
2 PART TWO Maintenance Records Part Two is used to file the documentation relating to the school maintenance regime; this will include reports & certification from contractors and records of maintenance tasks completed by in-house staff. All documentation relating to specific systems or equipment should be filed in the appropriate section. Whenever a maintenance contractor visits the school, they should always leave, as a minimum, an engineers worksheet. This is a record of the works completed, who attended, on-site times and if any works are outstanding. The worksheet should be filed in the appropriate section of this logbook depending on the reason for the visit. The following items are found at the beginning of Part Two: GM01: Maintenance Calls Record Use this section to record calls to maintenance contractors. This will avoid duplicated calls and can be used as a performance monitoring record for suppliers. GM02: Maintenance Contractor Attendance Record This section is to be used to record the attendance of maintenance contractors. It is not intended to replace the signing-in book, but to enhance maintenance records, by recording a detailed reason for the visit. If used in conjunction with the Maintenance Calls Record (above) it will make an effective performance management tool. GM03: Emergency Isolation & Utility Meter Locations This section is used to record the locations of emergency isolation points and utility meters for electricity, gas and water, also to record the emergency contact details of the utility suppliers. GM04: Building Information Locations Use this section to record the location of building compliance related information that is not kept in this logbook. This will include Asbestos Register, Water Hygiene Logbook, and COSHH Register etc. GM05: Mechanical & Electrical Maintenance Planner Use this section to file the annual maintenance planner from your supplier(s). It should contain what tasks are to be completed, the frequency and when they will be completed. GM06: Monitoring and Reviews To be effective a maintenance regime must be monitored and reviewed regularly, use this section to record the regular reviews (monthly, quarterly etc) and to highlight any performance issues with suppliers. GM07: Communications General communications regarding maintenance and school s contractor(s). Statutory maintenance tasks must be recorded; this may entail reports and/or certificates being issued by contractors, these documents should be filed in the appropriate section of this logbook. Part One 105. Overview of Tasks and Documentation lists what records should be kept as a minimum. Should there be any Health & Safety Executive (HSE) engagement, this will be an essential record to demonstrate compliance. Page 2 of 5
3 For ease of reference the maintenance disciplines in Part Two have been colour-coded as shown in the table below. All documentation or task record templates have been coloured to the appropriate discipline. Roof Safety Lifts and Lifting PE, Playground & External Areas Fire Safety and Emergency Lighting Security Systems Heating and Gas Installations Air Conditioning and Ventilation Electrical Safety and Lightning Protection Ancillary or Other / Systems A number of task/record templates have been included in relevant sections of the logbook, these generally refer to statutory maintenance checks and inspections that can be completed by in-house staff, but they can be used to monitor tasks by contractors. A full list is included below and all templates are available on Ealing Grid for Learning. Where necessary, templates include guidance on how to complete the task and a section to record when any remedial (faults found during the test/ inspection) works have been completed. Where text is green, a template or other document has been prepared to assist. All templates can be amended to best suit your site. DISCIPLINE Section/ Doc Ref Document Name Information GM01 Maintenance Calls Record. School records. LBE template. GM02 Maintenance Contractors Attendance Record. School records. LBE template. GM03 Emergency Isolation and Meter Locations. School records. LBE template. General Information GM04 Building Information Locations. School records. LBE template. GM05 Mechanical & Electrical Maintenance Planner. Contractor supplied planner. GM06 GM07 Monitoring & Review Record. Communications. School record of having reviewed this filing system/logbook. LBE template. General communications regarding maintenance and school s contractor(s). R01 Maintenance and remedial work records. Supplied by contractor. Roof Safety R02 R03 Written Scheme of Examination. Thorough Inspection Records usually 6 months for roof safety equipment. Drawn up by a competent person and copy kept on site. Task Record. Sometimes completed during insurance inspections. RX Example maintenance procedures. Page 3 of 5
4 Lifts and Lifting L01 L02 L03 L04 Logbook for all lifting equipment. Including personnel lifts, hoists and platform lifts. Maintenance and remedial work records for all of the above. Written Scheme(s) of Examination. Thorough inspection records usually 6 monthly for people carrying equipment. Record of installation, location, maintenance, incidents, remedial works. School document. Supplied by contractor. Drawn up by a competent person and copy kept on site. Sometimes completed during insurance inspections. Contractor document. LX Example maintenance procedures. PE, Playground & External Areas P01 P02 Playground equipment & area inspection Gym, sports halls and fitness areas inspection School records. LBE template. School records. LBE template. P03 Trees visual inspection School records. LBE template. P04 External play equipment inspection records. School records. LBE template. P05 PE equipment inspections specialist contractor. Contractor inspection records. P06 Playground equipment specialist contractor. Contractor inspection records. PX Example maintenance procedures. Fire Safety and Emergency Lighting F01 Fire alarm weekly call points activation Task record LBE template. F02 Fire alarm - Specialist contractor servicing. Contractor service records. F03 Emergency lighting monthly test Task record LBE template. F04 Emergency lighting annual test by specialist. Contractor service records. F05 Sprinkler alarm gong test Task record LBE template. F06 Sprinkler maintenance records. F07 Monthly door inspection records. Task record LBE template. F08 Fire extinguisher specialist inspections and maintenance. F09 Fire extinguisher weekly inspection Task record LBE template. FX Good practice examples. Example procedures for fire safety equipment and measures. Security Systems S01 Intruder alarm service records. S02 Access control system service records. S03 CCTV service records. S04 Panic alarm test records Task record - LBE template. SX Good practice examples. Example service regimes for security systems. Page 4 of 5
5 Heating & Gas Installations H01 Heating system service records. H02 Gas appliance service records e.g. caretaker s house, gas water boilers, catering equipment. H03 Insurance inspection records H04 Pressure system service records. H05 HX Pressure vessels: Written Scheme of Examination. If applicable, written scheme by an independent, competent person. Good practice examples for heating and gas systems. Air Conditioning and Ventilation AC01 Air conditioning system servicing records. AC02 AC03 General ventilation maintenance records. e.g. extractor fans, air handling units, LEV systems (excluding kitchen extracts). Kitchen extract maintenance records. Contractor and/or school records. Contractor and/or catering company records. AC04 Fume cupboard inspection records. Contractor and/or school records. ACX Examples of ventilation maintenance schedules. Electrical Safety and Lightning Protection E01 Five year periodic electrical safety inspection records. E02 Remedial works records. E03 Electrical appliance testing records. Contractor and/or school records. E04 Register of electrical appliances. School documents. E05 Lightning protection servicing records. EX Maintenance regime examples for electrical safety. Ancillary or Other / Systems A01 Ladder and steps inspections. Task record LBE template. A02 Kiln maintenance records. A03 Other e.g. ionising radiation equipment, pull cord alarms for accessible toilets etc Task record LBE template. Page 5 of 5
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