CHAPTER 5 -,, 
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DOCUMENTATION: 
YOUR 
PROPERTY'S 
MEMORY 
What Gets Documented, 
Gets Managed. 
Documentation is one of the most powerful tools in 
property stewardship. It provides clarity, supports 
better decisions, and creates a detailed history of 
your building's condition and care. 
Thorough documentation protects your investment 
and becomes invaluable when planning maintenance, 
negotiating projects, or transferring ownership. 
WHAT TO DOCUMENT --
The more complete your records, the more value they provide. 
• 
t) 
G, • 
0 
e 
0 
OATES 
WEATHER 
PHOTOGRAPHS 
OBSERVATIONS 
ACTIONS TAKEN 
PROFESSIONAL INPUT 
HISTORY 
Record the date of 
Note weather 
Take clear photos 
Document what you 
Record maintenance 
Keep reports and 
Maintain a complete 
each inspectk>n and 
conditions during 
of all sides and 
see, even if issues 
performed and 
recommendations 
maintenance 
maintenance activity. 
inspc<1ions. 
areas of concern. 
seem minor. 
repairs completed. 
from contractors. 
history over time. 
0 Consistent documentation 
turns information 
into insight-and 
insight into long-term 
value. 
TECHNOLOGY MAKES IT EASY 
You don't need complicated software. 
Simple tools can help you stay organized 
and access your records anytime. 
SMARTPHONE PHOTOS 
Take high-resolution photos and notes. 
CLOUD STORAGE 
Store files securely and access them anywherct. 
SPREADSHEETS 
Track maintenance, costs, and schedules. 
DIGITAL FILES 
Koop important documents in one organi~ed folder. 
lllllll!t. The goal isn't perfctction. It's consistency. 
W 
Make it simple, and you'll do it. 
COMMON DOCUMENTATION MISTAKES 
0 
Relying on memory instead of written records. 
0 
Inconsistent inspection intctrvals. 
0 
Poor quality or missing photographs. 
0 
Not recording actions taken or recommendations. 
0 
Disorganized files that are hard to find. 
A 
Inconsistent documentation leads to missed issues, 
V 
higher costs, and more uncertainty. 
SEE THE CHANGE. MAKE THE RIGHT CALL. 
Photo documentation reveals changes that may not be obvious in the moment. 
Over time, small issues become clear-and early action becomes possible. 
DAY 1 
INITIAL OBSERVATION 
3 MONTHS LATEJI 
MONITORING CHANGE 
6 MONTHS LATER 
INCREASED DETERIORATION 
Early documentation turns a small issue into a simple repair. 
9 MONTHS LATER 
REPAIR BEFORE FAILURE 
Delayed documentation often turns a small issue into a major project. 
BEST PRACTICES 
0 
Create a simple system and stick with it. 
0 
Perform inspctctions on a regular schedule. 
0 
Take clear, well-lit photos from the same angles. 
0 
Write down observations immediately. 
0 
Review records annually to guide maintenance planning. 
0 
Good documentation today protects your budget, 
your building, and your peace of mind. 
CHAPTER 5 
I 
THE HAWAII PROPERTY STEWARDSHIP FRAMEWORK 
STEWARDSHIP TODAY VALUE TOMORROW 

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