Records are required to provide information on which future
actions can be based.
8.1 Records of the system and extensions
These would include records (such as as-built drawings) of the
various units of the waterworks. Instances are not uncommon, where the position
of some valve or pipe is known only by one or two persons, usually the oldest
employees. Such situations must be corrected.
Each water supply plant should have an up-to-date layout plan of
the waterworks. Or units of which the line of every pipe and the location of
every valve are clearly marked. Each valve on the plan should be numbered and
the number painted on or near the actual valve. Such a plan is particularly
useful whenever there is a change of attendant or in cases of emergency. Any
extension work is done to the system it should be recorded, preferably with a
sketch. These records, if kept in a systematic manner, will provide ease of
reference to any portion of the system. Alterations to all works should be
8.2 Records of Maintenance
Records of maintenance are very important. They should clearly
describe the deficiencies and the remedial measures that have been carried out.
Whenever possible, the written descriptions ought to be supplemented with clear
All happenings affecting the works; actual works carried out,
routine or unusual, (occasioned by accidents, breakdowns or other conditions),
should be recorded as they occur. Copies of log sheets should be forwarded to
the head office.
At least a simple log book or log sheet should be kept at even
the smallest works. Any troubles that occur and the date when they are put right
should be recorded also. Any sign of wear or damage should be noted in a diary
and reported so that spare parts may be obtained on time. Records should also be
kept of repairs that are required. The maintenance jobs that must be done at
infrequent intervals should be marked in a diary in advance so that they are not
From these records isolated and frequent troubles can be
pinpointed, an efficient schedule for personnel planned, and estimates for
operation and maintenance made with reasonable accuracy.
Further maintenance records will facilitate evaluation and
monitoring as well as planned maintenance including the improvement of future
design and construction.
8.3 Recording of Information
Any modification, change or improvement in the system, unit,
etc., is to be incorporated in the records as it occurs. Information should be
recorded as soon as it is obtained and should not be allowed to accumulate. Such
accumulation will deter a start. And when a start is made at last, it will
prevent a good progress; as there will always be something which is more
important or more urgent. Experience shows that recording of accumulated data is
doomed to contain mistakes.
8.4 Keeping of Records
An annual report summarizes the records for each water supply
system. It helps to assess future maintenance requirements, warns of possible
extensions that may be required.
It is also most important to prepare certain special reports
which are then distributed to those