CIRIA says that it has never been more important for owners, occupiers and maintainers to keep accurate records of their buildings. As well as the need to comply with a growing body of health, safety and environmental legislation, there is also increased pressure to limit the costs of using buildings. An operations and maintenance (O&M) manual is a valuable tool to achieve these aims. It defines the requirements and procedures for the effective operation of the building and includes details of a building’s construction, history and maintenance, guarantees and warranties.

This user friendly guide from CIRIA ‘Operation and maintenance manuals for building – a guide to procurement and preparation’ looks at the benefits of O&M manuals and provides advice on how to specify, procure, use and maintain a manual. It gives essential guidance on structure, format and content, provides checklists and investigates the options for applying IT to the production, maintenance and use of these manuals, covering operating systems, on-line documentation storage and electronic data interchange.

This guidance has been developed following consideration of the traditional approach to construction procurement within the building industry where the client commissions a project design team and then selects a contractor on a competitive basis. During this process the emphasis is to minimise capital expenditure within cost limitations. Life cycle costs are not generally included in the process. These costs are significant, normally several times the original capital costs. This factor is usually 3, but may be up to 10 times the capital costs.

Recent legislation has prompted greater awareness of the importance of correct building operation and maintenance systems which in turn has led to growth in the specialist field of facilities management, a trend enhanced by the need to minimise running costs in response to commercial pressures. Building owners have, therefore, focused upon the efficiency and flexibility of property assets, encouraging conservation and reuse of existing structures and increasing an awareness of the need to reduce maintenance and operating costs. The effect of this is to shift emphasis to greater consideration, during design, of optimum performance requirements. To carry out this optimisation, it is necessary to make financial projections associated with the proposed operating and maintenance regime. These moves have been further encouraged by government legislation on energy usage, safety and environmental considerations.

The building industry has recognised these changes in requirements for buildings. It has also recognised the need to prepare and issue information with instructions for the benefit of, and use by, the building owner, manager and occupier.

Although aimed principally at medium and large new construction projects, the basic principles are also applicable to smaller projects and existing buildings.

Copies of the publication are available from CIRIA quoting publication reference C507. Cost: £35 for members and £70 for non members.

Contact
CIRIA, 6 Storeys Gate, Westminster, London SW1P 3AU.
Tel: 020 7222 8891.
Fax: 020 7222 1708.