Elevating Devices Maintenance Record Requirements

This directive is issued to all Elevating Devices contractors and asset owners or their agent, to clarify the specific requirements of the ASME 17.1-2016/CSA B44-16 Safety Code for Elevators and Escalators (the “Code”), as adopted with variations by the Elevating Devices Safety Regulation (the “EDSR”).

This directive clarifies requirements relating to maintenance records and how they are to be kept and maintained. (Previously known as “logbooks”).

Definitions for Maintenance Control Program (“MCP”) maintenance records:

• Primary Record: Shall contain all level of detail required by the relevant section of the code and as modified by the EDSR
• Secondary Record: Shall contain the same information as the primary record in summary
  • i.e. maintenance module/visit has been performed but does not need to include all tasks contained within
  • i.e. periodic test was completed but does not need to include the test values

See Appendix A for additional description of primary and secondary records.

Part 1: Maintenance Control Program Records

The Code

The EDSR makes certain variations to the text of the Code with respect to records that relate to maintenance of the elevating device equipment and the Maintenance Control Program required by the Code. Section 7 of the EDSR Schedule states:

(ASME A17.1-2016/CSA B44-16), 8.6.1.4.1 (a) (3) is repealed and the following substituted:

(3) Maintenance control program records shall be viewable on-site by elevator personnel in both hard copy and electronic format, in a format acceptable to a provincial safety manager, made available to that authority or the owner on request of the authority or owner and shall include, but are not limited to, the following:

(a) site name and address;
(b) contractor's name and license number;
(c) elevating device mechanic's name and certificate of qualification number;
(d) unit number;
(e) date of record;
(f) a description of the maintenance task, interval, and associated requirements of Section 8.6;
(g) indication of completion of maintenance task.

Interpretation and Application

Technical Safety BC interprets and applies this part of the Code, as modified by the EDSR, as follows:

MCP maintenance records

• MCP maintenance records shall document all applicable maintenance activities specified in section 8.6 of the Code and shall be maintained at all times by the maintenance contractor in both hard copy and electronic copy as per the definitions.
• As per section 8.6.1.4 of the Code, instructions for locating the maintenance records for on-site viewing must be posted on the controller or at the location where means necessary to perform tests are located.
• Only the primary record is required to be “viewable on-site.”

Electronic MCP maintenance records

• An electronic version of the maintenance records shall be maintained. This provides an additional means of records retention and recognizes that some contractors have moved to a primarily electronic record keeping system.
• All electronic format maintenance records must be kept up to date in accordance with the Code as modified by section 7 of the schedule to the EDSR.
• The electronic version of the maintenance records must be provided to the owner of the elevating device and/or Technical Safety BC, upon request.
• Instructions for requesting the electronic version of the maintenance records are to be posted at the controller. Examples of >means to request electronic records are an email or phone number for the secondary record. If the electronic record is the primary record then it must be viewable on site.
• The electronic version of the maintenance records shall:
  • Be in a format that can be provided to Technical Safety BC or the owner upon request
    • Examples include but are not limited to: Excel spreadsheet, scanned copy of the log book, JPG or .PNG file.
• If contractors do not currently maintain electronic versions of maintenance records, contractors must establish a process by which they maintain electronic versions by the end of the Maintenance Control Program transition period, September 30 2021.

Part 2: Periodic Test Records

The Code

The EDSR makes certain variations to the text of the Code as it relates to periodic tests and their records. Section 9 of the EDSR Schedule states:

(ASME A17.1-2016/CSA B44-16), 8.6.1.7.2 is repealed and the following substituted:

8.6.1.7.2 Periodic Test Record.

A periodic test record for all periodic tests shall be kept as part of the maintenance control program record both in a log book and electronically, to be available according to the requirements of 8.6.1.4.1 (a) (3), and including all of the following:

(a) the applicable Code requirement(s) and date(s) performed;
(b) the name of the person or firm performing the test;
(c) all values recorded from periodic tests, including printed charts or graphs;
(d) if any of the alternative test methods contained in 8.6.4.20 were performed, an indication that alternative testing was utilized for the applicable requirement.

Interpretation and Application

Technical Safety BC interprets section 8.6.1.7.2(c) of the Code as follows:

“All values recorded from periodic tests, including printed charts or graphs” means:

With relation to elevators as applicable:

• Car and counterweight Safety stopping distance value
• Ascending car over speed value
• Governor tripping speed value
• Governor over speed value
• Unintended movement value
• Relief valve value
• Closing force and speed of doors values
• Over speed valve setting value (hydraulic)

With relation to escalators:

• Stopping distance value
• Brake torque value
• Comb-step/pallet tripping force values
• Step skirt index graph

The periodic test records form part of the Maintenance control program records and shall be maintained as indicated in Part 1 and Part 3.

Part 3: MCP Maintenance Records General Requirements

The Code

The Code sets out a number of general requirements for maintenance records.

Interpretation and Application

Technical Safety BC interprets and applies the Code, as modified by the EDSR, as follows:

• Pursuant to 8.6.1.4, the most recent maintenance and test records shall be retained by the contractor for a period of no less than 5 years. This requirement applies to both the hard copy and the electronic records.
• Pursuant to 8.6.1.4(a)(3), 8.6.1.7.2 and as modified by the EDSR, only one record (either the hardcopy record or the electronic version) shall be required to provide the level of detail as indicated in the relevant clause (see definitions), the contractor may determine if that is to be the hardcopy or electronic version. The version selected by the contractor is understood to be the “primary” record, and the other version is understood to be the “secondary” record. The primary record shall be viewable on site.
• Pursuant to 8.6.1.4(a)(3), 8.6.1.7.2 and as modified by the EDSR, the secondary record may contain a summary of the work completed, so long as:
  • detailed records are kept in the primary record,
  • instructions for locating the primary maintenance records of each unit, for viewing on-site by elevator personnel, shall be posted on the controller or at the device necessary for testing
  • the summary record includes a description of the maintenance activities completed and when they were completed.
• For all other clauses, the requirement is as stated in the relevant section of the ASME A17.1 2016/CSA B44-16.

Appendix A: Elevating Devices Maintenance Logbook Requirements

 

Scenario 1

All records need to have unique identifiers such as site name and address, contractor’s name and licence number, and unit number. Each record shall have a means of recording the elevating device’s mechanic name and their qualifications number.

 

 

Scenario 2

All records need to have unique identifiers such as site name and address, contractor’s name and licence number, and unit number. Each record shall have a means of recording the elevating device’s mechanic name and their qualifications number.

 

Nav Chahal
Provincial Safety Manager

 

References:
Safety Standards Act
Elevating Devices Safety Regulation
Safety Standards General Regulation