The air conditioning inspection report must be kept in a safe place so that it can be used to inform subsequent inspections or passed to a new system owner or manager. The air conditioning inspection report should be kept with maintenance and/or other energy records, for example, in a building log book.
Newer buildings may already be provided with a building log book satisfying the requirements of Part L of the Building Regulations to provide the building owner or manager with information about the building, its fixed services and their maintenance requirements. The building log book would normally be the most suitable place to keep records of the air conditioning inspection, together with other such inspection results e.g. fluorinated greenhouse gas inspections. Where a log book does not exist, it would be useful to keep air conditioning inspection records in a relevant section of the building’s operation and maintenance documents.
Other information it would be helpful to keep in the building log book or if a log book is not available, with the building’s operation and maintenance documents would be the preparatory details for packaged cooling systems or for centralised cooling systems. Further information can be found in sections 2.2 and 2.3 of the CIBSE TM44, guidance (or similar equivalent guidance). Information that would be helpful to retain includes:
- a copy of the fully signed air conditioning inspection report of the air conditioning inspection produced by the energy assessor
- the recommendation report and any data used to prepare an EPC for the building (where one has been produced)
- the recommendation report produced to accompany a DEC (if one is required)
- the reports from any other regular inspections, such as inspections for refrigerant leakage, involving the building’s air conditioning or heating systems
This information can then be provided for subsequent inspections and it may help to minimise the time needed to carry out an inspection.
Mike Gordon
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