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Last updated on 2024年6月13日

What are the best practices for documenting BMS and security system configurations and changes?

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Documentation is an essential part of any building management system (BMS) and security system project. It helps you keep track of the system design, configuration, operation, maintenance, and troubleshooting. It also ensures compliance with standards, regulations, and best practices. However, documentation can be challenging, time-consuming, and prone to errors if not done properly. In this article, we will share some of the best practices for documenting BMS and security system configurations and changes, and how they can benefit you and your stakeholders.

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Abdul Hafiz

Certified Data Centre Specialist (CDCS) | 10+ Years of MEP Experience | Computer Enthusiast

1 Define the scope and purpose of documentation

Before you start documenting your BMS and security system, you need to define the scope and purpose of your documentation. What are the goals and objectives of your documentation? Who are the intended audience and users of your documentation? What level of detail and format do they need? How will you update and maintain your documentation? These questions will help you plan and structure your documentation, and avoid unnecessary or irrelevant information.

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2 Follow the documentation standards and guidelines

Depending on the type and scale of your BMS and security system project, you may need to follow certain documentation standards and guidelines. These may include industry standards, such as ASHRAE, BACnet, or KNX, or client-specific requirements, such as LEED, WELL, or ISO. These standards and guidelines will help you ensure the quality, consistency, and accuracy of your documentation, and facilitate the communication and collaboration with your stakeholders.

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3 Use the appropriate tools and methods

There are various tools and methods available for documenting BMS and security system configurations and changes, such as drawings, schematics, diagrams, manuals, reports, spreadsheets, databases, software, or cloud platforms. You should choose the tools and methods that suit your needs, preferences, and budget, and that can integrate with your existing systems and workflows. You should also use the tools and methods that can enhance the readability, usability, and accessibility of your documentation, such as color coding, labeling, cross-referencing, indexing, or hyperlinking.

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Abdul Hafiz

Certified Data Centre Specialist (CDCS) | 10+ Years of MEP Experience | Computer Enthusiast
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Utilize specialized documentation tools and software, such as Microsoft Visio for network diagrams, Confluence for collaborative documentation, or CMDBs (Configuration Management Databases) for tracking configurations. Leverage version control systems, such as Git, to manage changes and maintain historical records of documentation. Ensure that the tools used are accessible and user-friendly for all team members. Tips: Implementing a wiki-based documentation platform allowed for easy collaboration and real-time updates, improving the accuracy and completeness of the documentation.

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4 Document the configuration and changes systematically and comprehensively

One of the most important aspects of documenting BMS and security system configurations and changes is to do it systematically and comprehensively. This means that you should document every component, parameter, setting, function, operation, and modification of your system, and explain the logic, rationale, and impact behind them. You should also document the date, time, author, reason, and approval of each configuration and change, and keep a record of the history and versions of your documentation.

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Abdul Hafiz

Certified Data Centre Specialist (CDCS) | 10+ Years of MEP Experience | Computer Enthusiast
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Document all aspects of the BMS and security systems, including hardware configurations, software settings, network topology, and integration points. Record any changes to the systems, including the rationale for the change, who made it, and when it was made. Use clear, concise language and include diagrams, flowcharts, and screenshots to enhance understanding. Tips: Creating detailed configuration diagrams and including step-by-step instructions for changes helped ensure that the documentation was both comprehensive and easy to follow.

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5 Review and verify the documentation regularly and periodically

Another key aspect of documenting BMS and security system configurations and changes is to review and verify the documentation regularly and periodically. This means that you should check the accuracy, completeness, and validity of your documentation against the actual system performance, functionality, and compliance. You should also update and correct any errors, discrepancies, or changes in your documentation as soon as possible. You should also conduct periodic audits and assessments of your documentation to ensure its quality, relevance, and usefulness.

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Abdul Hafiz

Certified Data Centre Specialist (CDCS) | 10+ Years of MEP Experience | Computer Enthusiast
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Establish a regular review schedule to ensure the documentation remains up-to-date and accurate. Conduct peer reviews and audits to verify the completeness and correctness of the documentation. Update the documentation immediately following any system changes or upgrades. Tips: Regularly scheduled documentation reviews and audits helped identify and correct discrepancies, ensuring the documentation remained reliable and current.

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6 Share and distribute the documentation securely and effectively

The final aspect of documenting BMS and security system configurations and changes is to share and distribute the documentation securely and effectively. This means that you should make your documentation available and accessible to the authorized users and stakeholders of your system, such as operators, managers, technicians, contractors, or clients. You should also protect your documentation from unauthorized access, modification, or deletion, using encryption, authentication, or backup mechanisms. You should also communicate and collaborate with your users and stakeholders on the feedback, suggestions, or issues regarding your documentation.

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Abdul Hafiz

Certified Data Centre Specialist (CDCS) | 10+ Years of MEP Experience | Computer Enthusiast
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Use secure methods for distributing documentation, such as encrypted emails or secure file-sharing platforms. Control access to the documentation, ensuring that only authorized personnel can view or edit it. Provide training to staff on how to access and use the documentation effectively. Tips: Implementing role-based access control for documentation repositories ensured that sensitive information was protected and only accessible to those who needed it.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Abdul Hafiz

Certified Data Centre Specialist (CDCS) | 10+ Years of MEP Experience | Computer Enthusiast
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Incorporate Feedback Mechanisms: Establishing a feedback loop with the team led to more accurate and user-friendly documentation, as it was continuously improved based on practical insights. Maintain a Change Management Log: Maintaining a comprehensive change log proved invaluable during troubleshooting and audits, as it provided a clear history of all modifications. Train Staff on Documentation Practices: Regular training sessions helped ensure that all team members were aligned on documentation practices. Ensure Documentation is Scalable and Flexible: Creating a modular documentation structure that could be easily expanded or modified allowed us to adapt quickly to system upgrades and changes.

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What are the best practices for documenting BMS and security system configurations and changes?

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1 Define the scope and purpose of documentation

2 Follow the documentation standards and guidelines

3 Use the appropriate tools and methods

4 Document the configuration and changes systematically and comprehensively

5 Review and verify the documentation regularly and periodically

6 Share and distribute the documentation securely and effectively

7 Here’s what else to consider

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