Core records every site should keep
- Service visit date, engineer actions, and system status.
- Fault history with cause, fix, and verification notes.
- Outstanding actions with owner and target date.
What makes records usable
- Plain-English fault descriptions and outcomes.
- Clear priority labels for urgent vs planned actions.
- Consistent format across every visit.
Handover and accountability
- Site contact signs off visible outcomes.
- Follow-up schedule defined before engineer leaves.
- Escalation details included for critical issues.
Common documentation gaps
- Missing closure notes on repeat faults.
- No timeline for unresolved actions.
- Ambiguous notes that cannot support decision-making.