Condition surveys

1. Condition surveys: most recent estate-wide or building-level condition survey conducted since 1 Jan 2019: dates, sites covered, and any summary/executive report. If none since that date, give the last known survey date or confirm none held.



2. Access audits (1 Jan 2022-present): dates, report titles/refs, and number of sites audited per year. If tracked in a register, a summary export (counts per year) is sufficient.



3. Site plans currency: name of the system/repository (e.g., [CAD package]/[GIS]/[CAFM]); the documented policy on keeping plans current (provide the policy if held); and the date of the last recorded review/update confirming currency/accuracy.



4. M&E asset register: confirm existence; system name; date last updated; whether condition and/or criticality fields are recorded; approx. total count of maintainable assets; and any field list/data dictionary (if held).

I can confirm that the information requested is held by Lincolnshire County Council. I have detailed below the information that is being released to you. 

​1. Condition surveys: most recent estate-wide or building-level condition survey conducted since 1 January 2019: dates, sites covered, and any summary/executive report. If none since that date, give the last known survey date or confirm none held.

-Condition surveys are carried out every 5 years across our Estate. The results are recorded in our CAFM system. They are done on a rolling basis so all sites will have had a condition survey since 2019. The scope of providing the detail of when they have been carried cannot be provided Condition surveys are live documents and updated when new information becomes available.

2. Access audits (1 January 2022-present): dates, report titles/refs, and number of sites audited per year. If tracked in a register, a summary export (counts per year) is sufficient.

-We would not provide access audits to all properties within our Estate, this is dependent on tenure of our occupation. Lincoln County offices, Lancaster House and Orchard House B. Access audits are scheduled to start being undertaken across sites where we have responsibility and a programme is being drafted currently.

3. Site plans currency: name of the system/repository (e.g., [CAD package]/[GIS]/[CAFM]); the documented policy on keeping plans current (provide the policy if held); and the date of the last recorded review/update confirming currency/accuracy.

-Site plans are recorded in our CAFM system which is currently Concerto. These are updated when we are made aware of any changes and following any Projects. Site visits by Lincolnshire County Council (LCC) and our property contractor also provide opportunities to identify if there are any changes that need updating. There is a Records team that are responsible for doing this .

4. M&E asset register: confirm existence; system name; date last updated; whether condition and/or criticality fields are recorded; approx. total count of maintainable assets; and any field list/data dictionary (if held).

(I am not requesting detailed asset locations or security-sensitive content.)

-Our property contractor, VINCI Facilities, manage our asset list. They record it in Concerto but use MOBIESS to collate the data. System is continually updated following changes in assets.