On a given day, life is filled with so many things that you need to remember it’s almost impossible to retain it all. For example, can you remember the dates of your car’s last oil changes or the mileage on your car? Or when you had your blood work done? Do you remember how many times you fixed a particular appliance or how much money you spent on the job?
Most likely you’ll write this information down on a calendar or in a notebook so you can refer to it when needed. For instance, you wouldn’t want to get blood work done again when you’ve already had it done or pay for an oil change when your car doesn’t need it. And knowing how much you’ve spent on appliances can actually save you money. If your washing machine has broken down several times already and you’ve already invested hundreds of dollars on repairs, it might be worth buying a new one instead.
It’s even more difficult trying to remember everything that goes on in a community association. Residents call in every day with maintenance requests. Systems need to be maintained on a regular basis and supplies need to be ordered. It’s important to maintain accurate and up-to-date maintenance logs in buildings and HOAs.
A maintenance log is a written record of what repairs have been made and when, including scheduled and unscheduled repairs. These records can cover major items such as roof or boiler replacements, down to small stuff like how often supplies are ordered. Keeping thorough records helps regulate maintenance, identify trends and keep repairs timely and appropriate, according to Barbara Drummond, PCAM, CMCA, president of Prime Management Inc. in Barnegat, New Jersey.
“Record-keeping is an important aspect of what good management should be doing,” Drummond says. “In order to properly maintain the building, you have to understand what the maintenance history is to know when things will be coming due before they show signs of wear. If you have a property with numerous buildings that need to be painted or stained, that you have a schedule showing what buildings were painted when and what materials were used so that history can be used in the future for proper maintenance of the building.”