Residential property management firm highlights improved efficiencies with digital fire logbooks

Scott Castle, a residential property management company, has highlighted how digital fire logbooks have helped improve efficiencies at the company across its portfolio of multiple-occupancy sites.

The company has switched from “unwieldy spreadsheets” which had to be manually compiled from weekly inspections of each individual site to Tio’s cloud-based logbook. According to the business, this has massively reduced admin time for the Scott Castle team and helped to ensure maintenance of a comprehensive audit trail for every property to keep residents safe.

Rob Scott, Director at Scott Castle

Rob Scott, Director at Scott Castle, commented: “I don’t think it would be an exaggeration to say that Tio has changed the way we work, and we’d feel lost without it. You always do what is required to properly manage and oversee each building, but the old paper logbook system was wholly unsuited to the needs of modern property management, and that’s before we even mention the new legal requirements to keep a log of all fire-related actions.

“The digital fire logbook is not only simpler to update and access, it also features project and asset management tools that can be used for all activities related to the buildings, not just fire. For example, you can use it to log maintenance and testing of the air conditioning system, or the lifts.  It also has digital document storage, which means all relevant paperwork can be scanned and stored in a place where everyone can find it.”

Tio’s digital fire logbook is designed to replace a range of paper logbooks, and is pre-configured to bring together fire, safety and security topics in one place. It is said to be quick to set up and as easy to use as paper, solves a multitude of issues and radically improves safety, relationships and compliance for all parties, including the building occupier, service provider, risk assessor, installer, commissioning engineers and emergency services.

“We have worked closely with Rob and the Scott Castle team throughout the development of the digital fire logbook, so they were among the first to appreciate the massive step forward that it represents,” said Jason Hill, Sales Manager for Tio Fire Safety. “Traditional paper logbooks hadn’t really changed for decades and new legislations means they are no longer fit for purpose. The digital fire logbook is a dynamic cloud-based resource that can be accessed from any web-connected device, ensuring 100% compliance and safeguarding the integrity of the information in any fire incident.”

Tio’s logbook includes a compliance task manager that automatically schedules and tracks tasks for service providers, building occupiers and risk assessors, a customisable guidance module that helps staff complete jobs, linked asset registers and maintenance, variances, false alarm and activation tracker, custom tasks creator and fire visitor logbook. All users get a performance and compliance dashboard, permitting oversight and management from a single site to vast portfolios of properties and, as all aspects of fire and safety are covered by Tio, multiple logbooks are not required.

Mr Scott added: “We actually had a fire in one of our apartments on Christmas day, which thankfully was not serious but very much could’ve been. I was called out to the incident and the fire officer on the scene asked to see the fire risk assessment and safety records for the building. The information was accessed online using Tio and demonstrated the importance of recording the data and being compliant. Tio that day served its purpose without fail.”

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