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Schedule of Tags & Certificates (SOTC)
One component of a package of 10 key oversight documents for asset management.

The SOTC is a brief list, usually only one page in length, that contains a list of the assets and corresponding service report and logbook information. Of the approximate 100 asset in a building, it is expected that less 10% of the assets will require tags and certificates. However, tags are generally attached to critical assets as they are typically health and life safety components of the building. Certificates are reserved for the mechanical assets, some electrical assets and for all health and safety assets such as swimming pools.


Content of SOTC
The Schedule of Tags and Certificates is a concise list of the following information associated with the building

A.  Tags
A table summarizing the following information associated with some of the assets.
  • A list of the assets that require tags (eg., boiler, elevator).
  • The authority having jurisdiction.
  • The type of appropriate tag for each asset (test tag, identification tag, information tag).
  • The valve ID number and location.
  • A copy of the most current tag for each asset.
  • The location of the master valve chart for the building.
  • A spare copy of the master valve chart.
  • Any pertinent notes.
  • The initials of the person who made the entry.
B.  Certificates
A table summarizing the following information associated with some of the assets.
  • A list of the assets that require certificates.
  • The authority having jurisdiction.
  • A description of the certificate.
  • The date the certificate was issued.
  • The frequency at which the certificate must be updated
  • A copy of the most current certificate for each asset.
  • Any pertinent notes.
  • The name of the person who made the entry.
A spreadsheet template is provided here.


The Importance of SOTC
Listed below are some of the key reasons why a schedule of equipment and supplies is helpful to building owners, managers and operators.

      Risk Management
  • To meet the mandatory requirement of safety codes (elevators, boilers, etc). See: bounded assets and statutory maintenance.
  • To guard against the building could be penalized if the tags/certificates are not visible.
  • To respect that the insurance providers have an expectation when underwriting the strata insurance policy.
      Accountability
  • We need to know which company has tested our assets, when it was done, etc
      Safety
  • Reputable trades may refuse to carry out work if certificates are not current and conspicuously posted (eg., fall protection verification).
       Efficiency
The SOTC forms one of they reference documents for the Operations and Maintenance Support Information (OMSI).
Schedule of Tags and Certificates SOTC
Fig. SOTC on the asset management pyramid with ten interconnected schedules.


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Fig. Examples of some assets that require tags and certificates.


Elements of a Test Tag
Fig. The key elements of a test tag.


elements of a certificate
Fig. The key elements of a certificate


Schedule of Tags and Certificates - Excerpt
Fig. Excerpt from a sample schedule of tags and certificates.

See also:
See other Schedules: Compare with:



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