Elevators are the lifeline of your building. Whether in a commercial high-rise, hospital, hotel, or condominium, they are essential to daily operations. Yet, many building owners and managers take a hands-off approach, assuming their elevator service provider has everything under control which is not the case.
This lack of awareness can lead to significant financial, operational, and safety risks. Here is why you must stay informed about your elevator equipment, service history, maintenance provider, testing requirements, and compliance and what happens if you don’t.
Know Your Elevator Equipment
Do you know what type of elevator system your building has? Is it hydraulic, traction, or machine-room-less (MRL)? How old is your equipment? When was the last major upgrade?
Many building owners and managers don’t have this information readily available, yet it’s crucial. Older equipment, for example, may require parts that are no longer manufactured, leading to expensive delays when something breaks. The elevator service providers do not have the parts in stock and can take months to get them if they are available. Some proprietary and older elevators may also require specially trained technicians who have the right training and tools.
Being informed about your system allows you to:
· Make proactive decisions about upgrades and modernizations.
· Anticipate when parts may become obsolete.
· Avoid unnecessary repairs or replacements due to misinformation.
Know Who Services Your Elevators
Your elevator maintenance provider plays a critical role in ensuring maintenance, safety, reliability, and compliance. But do you really know who is working on your elevators?
Some key questions to ask:
· Are the technicians properly licensed and trained for your specific equipment?
· How frequently are they maintaining the elevators and escalators?
· Do they have a history of callbacks or unresolved issues?
· Are they performing the work you’re paying for?
· Do they have the proper number of mechanics ?
Elevator technicians have different skill levels, and not all are equally trained for your specific system. If the wrong technician is assigned to your building, they may overlook crucial maintenance tasks, leading to long-term damage, frequent breakdowns, and even safety hazards.
Know Your Elevator Records
Every service call, repair, and inspection should be documented. Keeping detailed records of your elevator’s history helps in several ways:
· Identifies recurring issues that may indicate larger underlying problems.
· Provides leverage when negotiating maintenance contracts.
· Ensures compliance with local and state regulations. It is the buildings responsibility.
· Helps avoid unnecessary or duplicate repairs.
Lack of documentation can cost you. If you’re unsure whether a recommended repair is necessary, having a well-maintained service history can help verify the issue. It is code that the elevators and records are the buildings responsibility although you rely on the elevator company.
Understand Elevator Testing Requirements
Most jurisdictions require periodic elevator testing to ensure compliance with safety codes. These tests may include:
· Annual Safety Inspections – Checking overall system operation.
· Category 1 and Category 5 Tests – Required every year and five years pending your type of elevators. Check with your authority having jurisdiction to make sure you are meeting all the proper tests. A Category 3 test is required and frequency of testing is more often. ASME A17.1 Safety Code for Elevators and Escalators will provide the information for testing and maintenance.
· Fire Recall Tests – Ensuring the elevator returns to a safe floor in the event of a fire.
Missing these tests can result in fines, shutdowns, or even liability if an accident occurs. Many building managers assume their service provider will handle these requirements, but that’s not always the case. Verifying that all required tests are performed on time is essential to avoiding penalties and ensuring occupant safety.
The Financial and Legal Risks of Not Staying Informed
Neglecting to stay informed about your elevators can have severe consequences:
Increased Costs. Without oversight, you may be overpaying for services you don’t need or delaying necessary upgrades until they become repairs costing far more than proactive maintenance. It is common for items that should have been replaced do to wear and tear are becoming or causing major repairs.
Legal Liability. If an elevator accident occurs due to poor maintenance or non-compliance, the building owner can be held legally responsible. Injury claims, lawsuits, and regulatory fines can be devastating. There are more and more cases happening because of maintenance issues.
Tenant Dissatisfaction and Lost Revenue. Frequent elevator breakdowns lead to frustrated tenants, negative reviews, and potential loss of business. In a competitive real estate market, unreliable vertical transportation can be a dealbreaker. Managers have had tenants delayed to view rentable space because of a slow elevator or even a not working elevator.
Operational Disruptions. Hospitals, hotels, and commercial buildings rely heavily on elevators for smooth operations. If an elevator is out of service unexpectedly, it can create chaos delays for patients, unhappy guests, and inefficient workflow. Elevators are so mission critical yet they are not treated as such. Operations rely solely on the elevator service provider.
How to Stay Informed and Proactive
1. Conduct An Elevator Audits
Hire an independent elevator consultant to review your maintenance practices, service history, and compliance. They can identify gaps, ensure you’re not being overcharged, and help develop a long-term elevator strategy. Once you have one completed you can learn the importance and nuances of the elevator industry and elevators.
2. Keep a Digital Log of All Elevator Activity
Maintain detailed service records, including inspections, repairs, and test results. This helps in decision-making and protects you in case of disputes with your elevator service provider. A professional elevator consultant will guide you on the importance of this and the code requirements.
3. Stay Educated on Industry Changes
Building codes, safety regulations, and technology are constantly evolving. Keep up with updates to ensure compliance and avoid costly fines or shutdowns. Read blogs or ask your elevator consulting firm to keep you updated on trends and changes.
4. Have a Contingency Plan for Elevator Downtime
Prepare for unexpected breakdowns with a clear plan. Work with your elevator service provider to establish a response time and alternative transportation methods if an elevator goes down for an extended period. This should all be spelled out in your elevator maintenance contract.
Final Thoughts
Staying informed about your elevators isn’t just about maintenance it’s about protecting your investment, ensuring safety, and avoiding unnecessary costs. By understanding your elevator equipment, monitoring your service provider, keeping detailed records, and staying compliant with testing requirements per ASME A17.1, you can minimize risks and keep your building running smoothly.
If you’re unsure about the condition of your elevators or the quality of your service provider, The Elevator Consultants can help. Our expert team provides independent audits, contract reviews, and modernization guidance to ensure you get the best performance from your elevators without overspending.
Contact us today to schedule an elevator consultation and take control of your vertical transportation system before costly problems arise.
Frequently Asked Questions (FAQ) About Staying Informed on Your Elevators
1. Why is it important to know the details of my elevator equipment?
Understanding your elevator system its type, age, and condition helps you make informed decisions about maintenance, repairs, and modernizations. It also prevents unnecessary costs from elevator service providers who may recommend upgrades you don’t actually need.
2. How often should I review my elevator maintenance records?
It’s best to review maintenance records often and it know it thoroughly to identify recurring issues, ensure scheduled maintenance is being performed, and verify that you’re not overpaying for unnecessary services.
3. What are the risks of not staying informed about my elevator service provider?
If you’re unaware of who is servicing your elevators and their qualifications, you risk poor maintenance, increased breakdowns, non-compliance with safety codes, and potential legal liabilities in case of an accident. Elevators are the main means of transportation in your building and insuring they are running is critical.
4. What elevator tests are required to stay compliant with regulations?
Common required tests include annual safety inspections, five-year full-load tests, fire recall system checks, and other code-mandated evaluations. Missing these tests can result in fines, liability, and elevator shutdowns.
5. How can I ensure I’m not being overcharged for elevator repairs?
Keep a detailed record of past maintenance and repairs, compare service proposals, and consult with an independent elevator expert, like The Elevator Consultants, to review and negotiate repair quotes on your behalf. The ElevatorApp maintenance monitoring software is critical for keeping elevator records.