Every unit's maintenance control program records, checked before the inspector asks.

An office tower's annual inspection is coming and each car has its own file. Were the monthly tasks initialed? Is the oil record current on the hydraulic? Did last winter's callbacks get a corrective action written down? Is the five-year test on file and the tag in the machine room, and can a mechanic actually find the wiring diagrams? Usually a superintendent answers those, or a route mechanic between calls.

In the proof of concept, AI reads copies of those records and drafts a check for each unit: every task and test the program calls for, the date it was last recorded, where the record sits, and what looks late or missing. It writes nothing into any record and makes no judgment about the equipment. Your reviewer sets the draft beside what the inspector found on that unit.

The intervals are each program's own. The Illinois State Fire Marshal, summarizing the 2007 edition of ASME A17.1/CSA B44, the Safety Code for Elevators and Escalators, lists what procedures and intervals rest on: the equipment's age, condition and wear, its design and quality, how hard it is used, its environment, improved technology, and the manufacturer's recommendations for SIL rated devices. A January 2025 Fairfax County round table for the industry made the point by setting a church used on Sundays beside a parking garage. So the draft reads each unit's interval from that unit's program and never assumes a house schedule.

Washington's forms show what a complete file holds. Its Elevator Program publishes separate sets for electric elevators (F621-122-000), hydraulic elevators (F621-123-000) and escalators and moving walks (F621-124-000). A documentation binder, kept on site permanently, holds as-built wiring diagrams, procedures for SIL rated devices and for anything specified under ASME A17.7/B44.7, the performance-based safety code, and written checkout procedures. Unit binders, kept five years, hold maintenance, code non-compliance, repair and replacement, acceptance test and callback records. On the monthly grid, the mechanic marks the month a task falls due, initials it when done, writes the interval in months, adds a next due date past 12 months and writes NA where a task doesn't apply. A due month with no initials is one gap, and a long interval with no next date is another.

Each kind of unit has records of its own. Hydraulic files add a record of oil usage and a checkout procedure for the overspeed valve, and the ASME A17.2 inspection guide, as reproduced in that round table, has the inspector look into unexplained fluid loss. Escalator grids run through step-to-skirt clearance, the step/skirt performance index, broken comb teeth and brakes. Washington's callback log wants the date, time, company or mechanic, the reported trouble and the corrective action, and the 2007 text counts trouble reported to elevator personnel by any means. The draft pairs each callback with its resolution and lists any left open.

Test records have their own owners and posting rules. Washington's Electric Elevator Periodic Test Record (F621-116-000) must be posted conspicuously in the machine room, calls testing the owner's responsibility and may stand in for a metal tag. New York City's posted ELV3 instructions describe that tag: test date, category, who ran the test and the agency's license number. Firefighters' service varies most. California's log is monthly and signed by a Certified Competent Conveyance Mechanic, with the CCCM number, the company's CQCC number and the fire key number, while Washington tests quarterly by authorized personnel and has fire alarm staff verify initiating and shunt trip devices yearly. The draft reports the cycle your jurisdiction's form sets and who signed.

Where records must live depends on the edition and the state. Illinois's summary of the 2007 text keeps maintenance records at a central location. The later text Fairfax presented has them viewable on site, with location instructions posted on the controller in characters at least 3 mm tall, and retained for the most recent five years. Mississippi wants records and programs available in the building for the life of the equipment. Washington has the contractor provide the forms and the owner leave them in the machine room unless its program approves otherwise. Your reviewer will check first: gaps the inspector also found, gaps the draft invented, units matched to the wrong program, and dates read from the wrong year. These are summaries of public pages read in November 2026, not legal or engineering advice.

Once your reviewer says yes, the same job runs for about 30 days on units with an inspection ahead.

A person approves every check before it goes to a mechanic or a customer. A licensed person makes each entry and signature in the record, exactly as today, and a draft only points at what looks late or absent.

You see the live job's fixed price before signing. Any other job gets a price of its own, and monthly support starts once a job is live.