DIGITAL MEDIA
A digital manual is stored in one place and in one location, in most instances is backed up for security reasons.
Keep one singular copy ensuring that the same manual is used and not confused by separate copies elsewhere ensuring that the manual on file is the current one, is up to date and there are no confusing or conflicting alternative version held elsewhere.
Because only one copy is operational, any updates are instantly visible to any one opening the manual
All updating and storage is kept to one manual only ensuring it remains a live working document not simply an out-dated record going back to the hand over date.
PDF FORMATTING
Restricted to a PDF format, this prevents alterations being made to Word Doc’s and also creates a disciplined process of creating new additions ongoing as the need arises. These new creations are dated and cross referenced to superseded outdated entries.
Obsolete documents are retained for record retention purposes and a offers a chronicle of previous entries with information such as additional works carried out and ongoing testing and commissioning routines and a repository for certification documents
PDF documents can also be locked using password controls to render documents “Read only” this way protecting the content of the files concerned and prevent un-authorised changes to be made.
All required changes are then instigated by one controlled user thus maintaining the integrity of the manual
In order for O&M Manuals to remain current and relevant, it is imperative that they are reviewed and updated annually
A COMPREHENSIVE SOURCE OF INFORMATION
The O&M Manual exists to serve as a comprehensive source of information for the facilities managers, owner, operator or occupier during the life of the building.
It remains a source of reference when there is a need to obtain information on any equipment, building service or structural make up.
O&M Manuals creation is a process that runs the full length of the project, is all too often, that the compilation of these documents is left to practical completion, meaning that the process is complicated by the passage of time, the loss of information, loss of contact with sub-contractors and installers that completed the work
The ongoing transfer of knowledge is necessary to facilitate the transition of the building and its services into its continuing operation
INFORMATION AND STRATEGY
The O&M Manual contain information and strategies designed to guide operational stakeholders in the normal use and maintenance of the building and for this reason, the O&M manuals should be treated as a living document which remains flexible to accommodate changes and further developments that will inevitably occur as the building matures.
It is best practice to progressively collate OM Manual documentation throughout the building life and update information on a regular basis highlighting changes, modifications or additional services added from the original installation
A record of testing and re-testing od vital services to bear witness to these have been undertaken, by whom, at what level and when the next round of re-testing is scheduled
WORKING DRAWINGS & TEST RESULTS
A digital O&M manual allows essential data to be viewed but not removed, paper copies can be taken out for a variety of reason, maybe lost, damaged or soiled.
Digital copies retain the original format with an advantage of taking prints or copies without losing original or amended items
Likewise, test result
certifications and
modification reports
With the increasing ubiquity of digital manuals, they can be updated and made current in a progressive way with documents submitted as they are created in order to structure that into the occupier’s requirements
