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A Building Log Book should be an easily accessible focal point of current information for all those working in the building. It has four main functions:

 ·     Summary of the building:

It is a summary of all the key information about the building, including the original design, commissioning and handover details, and information on its management and performance. In being a summary, it does not wholly duplicate or replace the O&M manuals. The log book is necessary for compliance with Building Regulations Part L2.

·       Key reference point:

It is the single document in which key building energy information is logged. It may be regarded as the hub document linking many other relevant documents. The log book should provide key references to the detail held in less accessible O&M manuals, BMS manuals and commissioning records. It should therefore be kept in a readily accessible (designated) position in the main building operations room and should not be removed without the approval of the facilities manager.

·       Source of information/training:

It provides a key source of information for anyone involved in the daily management or operation of the building and to anyone carrying out work on the building and its services. It will be relevant to new staff and external contractors/consultants and may play a role in staff training and induction.

·       Dynamic document:

It is a place to log changes to the building and its operation. It is also used to log building energy performance and continual fine-tuning commissioning. It is essential that it is kept up-to-date. Alterations should only be made with the approval of the facilities manager and should be signed and dated by that person.

For the majority of buildings the Log Book should comprise of fifteen sections, containing information as indicated below. 

 Section 1.      Updates and Annual Reviews

This Section has a table to record the updates and reviews made to the building and its systems during its lifetime.  The log book should be reviewed annually as part of the organisation’s quality assurance system and an entry should be made for each review. Where the log book has been updated then the changed pages should be recorded.

Section 2       Purpose and Responsibilities

This Section contains statements of purpose, the log book author contact details, the facilities manager contact details and a statement of the facilities managers responsibilities.  

Section 3       Links to other Key Documents

This Section should contain the location of other key documents such as the emergency procedures, health & safety file master index, hazard register, O&M Manuals, maintenance schedules, asset register, BMS Manual, record drawings and equipment log books such as the boiler log book.

Section 4       Main Contacts

This Section should contain all of the major construction participants – both design and build, along with the primary emergency contacts and those for the electrical and gas supplies.

These should include the architect, services engineers, planning supervisor, main contractor, services contractors, commissioning engineers, O&M Manual and Building Log Book authors, facilities managers and maintenance contractors.

Section 5       Commissioning, Handover and Compliance

Section 5 should contain information relating to the commissioning and handover of the building to the occupiers.

It should contain a summary of the arrangements for the commissioning – who carried it out, when and what procedures and codes were followed, such as Codes A, B, C, L, M, R and W.

The commissioning results should be summarised for each system.

Air Infiltration and Insulation Continuity results should be included here.

The commissioning manager should be identified here.

Dates for Handover, end of Defects Liability should be included.

A list of documents provided at Handover should be provided here.

Section 6       Overall Building Design

This Section is a major part of the Log Book. It should contain:

• a general description of the building – usually provided by the architect.
• the clients design requirements – normally provided by the services designers.
• the conceptual design – provided by both the architect and the services designers.
• a diagram representing the fundamental features of the building systems design – usually developed by the log book author.
• any special design features provided by the architect and/or services designers.
• the carbon emission design assessment – by the services designers.
• key interactions between the building and its systems and between the various systems – to be provided by the architect and services designers.
• the benefits and limitations of the designs – provided by both the architect and the services designers.
• key does and don’ts – what should the occupiers do to make efficient use of their building and systems – and what they should not do. Often common sense – but the services designers should make sure these contain relevant items.

Section 7       Summary of Areas and Occupancy

This Section contains tables which should be filled out with detailed information on:

• Occupancy of the building for the various main occupied areas, broken down by hours –
• daily,
• weekly,
• week ends,
• flexitime,
• late working
• number of occupants. 

• Floor Areas of the building by main occupied area, broken down by:
• Untreated
• Naturally ventilated
• Mechanically ventilated
• Mixed mode
• Heating & cooling only
• Full air-conditioning 

This Section should included details of any separate tenancies in the building and of any separately managed areas such as a restaurant or gymnasium. 

A set of floor plans should be provided in this section, indicating the primary areas and the locations of plant and plantrooms. 

Section 8       Summary of Main Building Services Plant

Section 8 contains a table which should be filled in to provide details of the primary energy consuming plant with reference label, location and energy input and output. 

Section 9       Overview of Controls and BMS

Section 9 is the major part of the Log Book. It should contain descriptions of the major energy consuming systems including: 

• Electricity
• Gas
• Water
• Heating
• Cooling
• Ventilation
• Lighting 

Each system should include details on:

• Description
• Location
• Record drawings
• Plant capacity
• Control settings
• Safety features
• Energy saving features
• Tips for good operation

Section 10      Occupant Information

In order to achieve a good working environment it is important that the occupants understand how to control the building services in their space.

Section 10 should include information on the users working environment. It should included simple descriptions of the installations including: 

• Heating
• Ventilation and air-conditioning
• Lighting
• Windows
• Shading
• Office equipment
• Simple energy does and don’ts