How are work orders raised at UKBPM?

Work orders are raised through the UKBPM helpdesk via phone, email, or web form. Each order is assigned a unique reference number, categorised by priority and trade, and assigned to the appropriate engineer or vetted sub-contractor. You receive confirmation of the work order reference and expected attendance time.

How long are job records kept?

UKBPM retains job records in accordance with our Data Retention Policy. Statutory maintenance records are kept for their legally required periods (e.g. gas safety certificates: 2 years minimum; LOLER: 2 years; EICR: 5 years). General job records are retained for 6 years. Full details are in our Data Retention Policy.

Work Order Management & Job Records

Every maintenance task — from emergency repairs to annual statutory inspections — managed through a structured work order process with full documentation and audit trail.

Work Order Lifecycle

From Request to Signed-Off Record

Every job follows the same structured process — no verbal instructions, no lost paperwork, no ambiguity.

Request Logged

Reported via phone, email, or web form. Assigned a unique work order reference immediately.

Prioritised

Categorised: Emergency / Urgent / Planned / Statutory. SLA clock starts on logging.

Assigned

Allocated to the right engineer or vetted contractor with scope, access details, and requirements.

Attended & Documented

Works carried out within SLA. Photos, notes, and certificates captured on-site.

Signed Off

Work order closed with sign-off documentation, confirmation sent to client.

Job Records

What Every Job Record Contains

Each completed work order produces a documented record retained in accordance with legal and statutory requirements.

Work Order Reference

Unique reference number for every job. Cross-referenced against invoices, certificates, and reports.

Location & Asset

Building, floor, specific asset or area. Ties back to your asset register for lifecycle tracking.

Timestamps

Date/time logged, date/time attended, date/time completed. Full SLA compliance evidence.

Photos & Evidence

Before and after photographs. Essential for insurance claims, disputes, and audit inspections.

Certificates

Gas safety certificates, EICRs, LOLER records, and all statutory documentation attached to the relevant work order.

Retained Securely

Records retained for statutory periods. See our Data Retention Policy for full retention schedules.

Complete Audit Trail on Every Job

Whether it is a routine PPM visit or a statutory inspection, every job produces a complete, searchable record. Talk to us about managing your building's maintenance.

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