Plant maintenance register: what it is, what it's for and how to fill it out

What is the plant maintenance register

The plant maintenance register is a mandatory document that collects all control, verification and maintenance activities carried out on technical systems such as electrical, fire protection, air conditioning, hydraulic and suction systems. This tool is fundamental to guarantee the safety, efficiency and regulatory compliance of buildings, both in civil and industrial contexts.

Reference legislation and obligations

Maintenance of the register is required by several regulations, including:

• D.Lgs. 81/08 (art. 86-87): obligation of checks and maintenance on electrical systems and storage of minutes.
• D.M. 1 September 2021 (“Controls Decree”): imposes the register for fire protection systems, with defined intervals and methods.
• DPR 151/2011: mandatory register for activities subject to fire prevention.
• D.Lgs. 152/2006: register for suction systems and emission control.
• CEI and UNI standards: technical specifications for the management and compilation of registers.

The person responsible for filling it out is the employer or the owner of the activity, who must guarantee the correct maintenance and storage of the register.

What is the plant maintenance register for

The register has multiple strategic functions:

• Traceability of all interventions performed on the plants.
• Regulatory compliance and reduction of the risk of sanctions.
• Support during inspections and controls by the authorities.
• Prevention of breakdowns and optimization of scheduled maintenance.
• Improvement of safety and operational efficiency of the plants.

Structure and essential contents of the register

An effective maintenance register must include:

• Company data: business name, address, manager's references.
• List of plants subject to maintenance.
• Dates and detailed description of the interventions performed.
• Type of maintenance: ordinary, extraordinary, preventive.
• Name and qualification of the technicians in charge.
• Anomalies found and corrective actions adopted.
• History of interventions for each plant.

Progressive page numbering and document integrity are fundamental elements for the validity of the register.

How to fill out and update the register

The register can be filled out in paper or digital format, depending on company needs. It is important:

• Record every intervention in a timely and precise manner.
• Update the register according to the deadlines provided by the regulations and technical manuals.
• Entrust completion to qualified technicians or adequately trained internal staff.
• Verify the completeness of the information entered and the manager's signature.

An updated and well-compiled register is the best guarantee of compliance and safety.

Special cases and best practices

Some plants require specific registers:

• Fire protection systems: register with periodic checks, maintenance and staff training.
• Electrical systems: register for medical rooms or those at risk of fire, according to CEI standards.
• Suction/emission systems: register with authorization data and emission monitoring.

Practical tips:

• Personalize the register based on the plants present.
• Train staff on correct completion.
• Carry out periodic checks on the update of the register.

Digitalization and advantages of software for register management

Digitalization of the maintenance register offers numerous advantages:

• Quick and centralized access to all data and documents.
• Reduction of errors and oversights thanks to automatic notifications.
• Ease of updating and sharing among multiple users and locations.
• Integration with BIM, IoT and CMMS systems for advanced management.
• Greater security and traceability of operations carried out.

The adoption of management software allows for the optimization of time and resources, always guaranteeing compliance with regulations.

Simplified management with digital platforms

Dedicated digital platforms allow you to centralize the management of maintenance registers, archive documents, plan interventions and monitor the status of plants in real time. These tools offer:

• Operational efficiency thanks to process automation.
• Collaboration between technicians, managers and suppliers in a single environment.
• Advanced reporting for audits and inspections.
• Secure storage and backup of data.

Choosing a digital solution means simplifying management and reducing risks related to errors or oversights.

Summary and final tips

The plant maintenance register is an indispensable tool for safety, regulatory compliance and efficiency in building management. Accurate completion and the adoption of digital solutions represent the best choice to simplify work and guarantee maximum protection of people and structures.