Building

Administration
and Maintenance
What is a Building Maintenance Manual?
A document which is developed and
compiled during the construction phase of a
project and is handed over to the Client, or
End User on completion. It contains
information regarding the operation,
maintenance, decommissioning and
subsequent demolition of a building or
structure.
It is usually compiled by the Principal Contractor
and requires the input from the Project Team,
including Architects and Sub Contractors. The
Building Manual is normally required for Practical
Completion and forms part of the Handover
Documentation.
 Importance
to Architects
A higher level of detail and better quality of information is required
to ensure that the highest level of facility/building management is
achieved even after construction. These manuals provide a detailed
source of knowledge to guide contractors and end users in their
understanding of the building.
The manual describes the design of the building and its structures, as
well as the processes and procedures necessary for its operation and
maintenance in a secure and safe manner.
Contents

1. A description of the 2. Details of the

main principles of design. construction of the
building (such as
finishing, cladding, doors
and windows, roof
construction, etc.)
Contents

3. Built drawings and 4. Operation and

specifications. maintenance guidelines
(including health and
safety details and
manufacturer’s guidance
for effective and proper
service).
Contents

5. An inventory list for 6. Evidence of

the plant and equipment. commissioning and
research.
Contents

7. Warranties and 8. Specific requirements

certificates. for demolition,
decommissioning and
disposal.
“
Throughout the life of the buildings,
the building owner’s manual can be
the guide for users on environmental
controls, access, safety and security
systems, etc.
 Different Purposes
Every Building Maintenance Manual is uniquely designed to meet the particular
needs of its mission. Some common types are:

▸ Installation and Maintenance for products

▸ Overview of program, processes, backup and recovery
▸ Data and Software Administration
▸ Human Resources and Personnel
▸ Help Desk Support Guides
▸ For Users
▸ Emergency and Safety Guide
▸ Quick Guide to Reference
▸ Work Assistance
Case Study 1

Carroll County Public Schools

Procedures Manual
1. Buildings and components function safely
and at top efficiency.
2. Facilities and equipment that minimize the
possibility of fires, accidents, and safety
hazards.
3. Continuous use of facilities without
disruptions to the educational program.
4. Protection of public property through
proper planning, scheduling, and
preventative maintenance.
Case Study 1

Carroll County Public Schools

Procedures Manual
5. Quality management of maintenance
projects and tasks.
6. Conservation of energy through utilization
of the latest technology and energy
conservation measures.
7. A quality maintenance program through
effective management and efficient
utilization of resources.
 Case Study 1: Content

In section 3 of the Manual, it has

all of the building maintenance
and repair contact numbers for the
respective departments. From
audio/visual to landscaping and
emergency procedures.
 Case Study 1: Content

In section 4, it is a step by step process in dealing with

processing work order requests for maintenance. It also
includes visuals of how to process the work order and
properly walks you through each step to fill the form out.
Case Study 2

Pine Tree Independent School District

Procedures Manual
1. General maintenance and custodial work
in all academic buildings, and recreational
facilities.
2. Maintenance of classrooms and public
spaces including furnishings
3. Maintenance of walks, grounds, and
maintenance of athletic facilities.
4. Operation and maintenance of utilities in
cooperation with City standards.
5. Custodial services.
Case Study 2

Pine Tree Independent School District

Procedures Manual
6. Preventative maintenance for building
systems.
7. Energy conservation through education
and including installation of equipment to
conserve energy.
8. Moving and set-up responsibilities for
campus functions.
9. Management of building and renovation
projects
10. General Contractor consultation for small-
scale projects.
Case Study 3

Metallic Building Company

Building Maintenance Manual
The information contained in this manual is
only intended to provide recommendations for
maintaining a typical building; due to special
features and/or the location of your building,
some or all of the recommendations contained
herein may not apply to your building.

Maintenance activities should be performed

more frequently than twice per year.
Case Study 3: Content

Metallic Building Company

Building Maintenance Manual
▸ Safety
▹ General Safety Recommendations
▸ Roof Maintenance
▹ Leak Repair; Foot Traffic; Drainage;
Additions to Roof; Dissimilar
Metals; Maintenance Guidelines
▸ Snow Removal
▹ When to remove snow
▸ Structural Modifications
Case Study 3: Content

Metallic Building Company

Building Maintenance Manual
▸ Safety
▹ General Safety Recommendations
▸ Roof Maintenance
▹ Leak Repair; Foot Traffic; Drainage;
Additions to Roof; Dissimilar
Metals; Maintenance Guidelines
▸ Snow Removal
▹ When to remove snow
▸ Structural Modifications
Case Study 3: Content

Metallic Building Company

Building Maintenance Manual
▸ Accessories
▸ Finishes
▸ Project Documents
Case Study 4: Content

Health and Safety Authority

Building and Monument Maintenance
A pictogram is a pictorial symbol for a word or
phrase and in this particular case study, the
manual contains pictures for each respective
topic that is included.

The safe system of work plan helps individuals

get a visual idea of the concern of each building
maintenance topic.
Case Study 4: Content
23

Building Maintenance Manuals are an important reference tool in

maintaining your building. It provides guidance in inspections,
adjustments, cleaning and care for your building.

With today’s technology, it allows you to use digital manuals that can be
continuously updated as required rather than printed manuals.

It is also important to create an easy to read template and encourage

feedback and improvements.