Learn about the different types of maintenance, how they differ from repair and modernization, and how to systematically plan servicing, inspection, and repair. Read now!
The most important points in brief
Not every measure taken on a plant is automatically the same, and the distinction has tangible consequences for costs and responsibilities. This is what you will learn from this guide:
- What maintenance measures are and what four basic types exist according to DIN 31051.
- How maintenance measures differ from repair and modernization measures.
- How to systematically plan maintenance measures for buildings, facilities and machinery.
- How connectavo, as maintenance software, helps to document and track measures.
What are maintenance measures?
Maintenance measures encompass all technical, administrative, and organizational actions that preserve or restore the functional condition of a system, building, machine, or component. The term is therefore an umbrella term: it ranges from regular servicing to repairs following a defect. Whether production machinery, building technology, or vehicle fleets: maintenance affects virtually any technical equipment that must remain functional during operation. As maintenance software, connectavo helps to centrally plan and comprehensively document these measures, instead of managing them via scattered Excel spreadsheets.
The basis for the definition is provided by DIN 31051, which describes maintenance as a combination of all technical and administrative measures as well as management measures during the life cycle of a plant. Those wishing to gain an overview of the different types of maintenance will find a classification according to strategy in the relevant guide; this article focuses on the specific measures that are employed.
Important for understanding: Not every measure commonly referred to as a "repair" is, strictly speaking, a maintenance measure. The precise distinction between maintenance, repair, and modernization often determines costs, responsibilities, and legal obligations in practice, as the following sections will show.
The 4 types of maintenance measures according to DIN 31051
DIN 31051 categorizes maintenance measures into four basic types. This system is standard in German-speaking countries and forms the basis for maintenance plans, cost centers, and responsibilities.
| measure | Goal | Typical activities |
|---|---|---|
| Maintenance | Slow down wear, preserve wear reserve | Lubrication, cleaning, filter and component replacement, adjustment |
| Inspection | Determine the current condition, identify defects and damage | Visual inspection, measurement, functional test |
| Repair | Restoring functionality after a defect | Repair, replacement of defective components, adjustment |
| improvement | Increase functional reliability without changing the function | Constructive modification, retrofitting, optimization |
In practice, these four measures are often conflated, especially maintenance and inspection. Those who service equipment often check its condition incidentally but fail to systematically document the results. Consequently, wear trends go undetected, and what should have been a planned maintenance measure becomes an unplanned repair requiring more extensive work.
Together, maintenance, inspection, repair and improvement form the core of every maintenance strategy: only the interplay of all four measures determines how reliably a machine or system runs over its entire lifespan.
A clear maintenance plan helps to clearly separate maintenance and inspection: It specifies when which maintenance and testing activity is due, and makes visible when appointments have been postponed or findings have not been documented.
Document all measures in one place
Maintenance measures, repair measures and modernization measures: The distinction
These three terms are often confused in everyday language, but they mean different things. The distinction is not merely academic: it determines who bears the costs and what obligations apply.
Maintenance measures Maintaining the existing condition of an item includes maintenance and inspection, as well as minor repairs that ensure its contractual or operationally necessary condition.
Repair measures Repairing existing damage. Unlike maintenance, this is not about prevention, but about restoring functionality after a specific defect, such as replacing a faulty component.
Modernization measures They go beyond simply maintaining the existing state. They increase the use value of an object, for example through energy-efficient renovations or the retrofitting of new technology, and thus change the original state instead of merely preserving it.
For buildings and residential properties, this distinction is further regulated by law. The landlord's maintenance obligation arises from Section 535 of the German Civil Code (BGB) and requires them to maintain the rented property in a condition that conforms to the contract. Modernization measures, on the other hand, are regulated separately in Sections 555b to 555f of the BGB and entitle the landlord to a rent increase under certain conditions, which is not the case for purely maintenance measures. For apartment owners or owners' associations, the issue of a maintenance reserve fund also comes into play, from which ongoing maintenance measures for common property are financed.
For the technical operation of systems, machines and building technology, the actual area of ​​application for connectavo, the distinction between maintenance and repair is particularly relevant: Regular maintenance and inspections reduce the number of expensive, unplanned repairs and thus lower the maintenance costs per machine in the long term.
Who is responsible for maintenance?
In principle, the responsibility for maintenance measures lies with the owner or operator of a facility or building. They must ensure a safe, economical, and legally compliant condition.
In practice, this responsibility is usually delegated to a dedicated department or technical building management team, which plans and documents the measures and coordinates their implementation. While the landlord formally bears the maintenance obligation towards the tenant in rented properties, facility management or maintenance teams also handle the specific tasks in the technical implementation, from the heating system to the elevator.
Regardless of whether it's a production plant, an office building or a public institution: Without clear responsibilities, maintenance measures are neglected until a small defect becomes an expensive damage.
Planning maintenance measures: From the annual plan to prioritization
An effective maintenance strategy doesn't begin with isolated measures, but with a systematic plan encompassing all buildings, facilities, and equipment. Two types of inspection and maintenance appointments can be distinguished:
- Mandatory exams These requirements arise from legal regulations, for example in the case of safety-relevant systems such as elevators or heating systems. They are non-negotiable and must be carried out within the specified timeframe.
- Can-do exams This results from an economic assessment: The benefits of regular auditing are weighed against its costs.
From these dates, as well as a risk assessment that evaluates the failure and damage risk of individual systems, an annual maintenance plan is developed. This plan specifies which system needs to be inspected, serviced, or repaired and when, and forms the basis for detailed planning with the responsible personnel or external service providers.
Key performance indicators (KPIs) such as the number of measures carried out relative to the plan, defects identified per inspection, and maintenance costs relative to avoided repairs are helpful for ongoing monitoring. Regularly evaluating these figures allows for early identification of areas where maintenance needs are increasing and where improvements might be more beneficial than recurring repairs.
A well-thought-out maintenance strategy considers not only current maintenance costs, but also how individual measures affect the lifespan of the respective machine or system. For example, consistent maintenance and inspection of critical machines significantly extends their lifespan and avoids premature replacement investments.
Annual planning without Excel chaos
Typical maintenance measures in practice
The specific maintenance measures required depend heavily on the particular system or building. Here are some examples from different areas:
- Heating systems: Regular maintenance of burners and pumps, inspection of safety devices, replacement of wear parts.
- Elevators and conveyor technology: Regular inspection according to legal requirements, lubrication of moving components, troubleshooting.
- Windows and facade: Inspection of seals and fittings, elimination of minor defects to avoid major damage to the roof or building envelope.
- Machines and production facilities: Planned maintenance according to manufacturer specifications, inspection of wear-prone components, repair after malfunctions.
All these examples share the same goal: to detect defects early, before they lead to greater damage, safety risks, more frequent breakdowns, or extended downtime. The economic advantage of regular maintenance lies in the fact that consistent upkeep of equipment is generally significantly cheaper than repairs after an unplanned outage.
Digitally document maintenance measures with connectavo
For companies in industry, technical building management for hotels and real estate, and municipalities, the complete documentation of maintenance measures is not an end in itself, but rather the foundation for safety, efficiency, and compliance with legal obligations. With connectavo maintenance software, maintenance plans, inspection results, and repairs for each system are centrally recorded instead of disappearing into paper logs or scattered files.
This creates the data foundation for continuously improving the entire maintenance process: Documenting which measures were carried out, when they were carried out, and which defects were observed allows for the identification of patterns and targeted corrective action. A consistent maintenance process across all buildings, facilities, and machinery also reveals where maintenance costs can be meaningfully reduced without jeopardizing the lifespan of the equipment. Key performance indicators such as MTTR (Mean Time To Repair) can also be systematically evaluated to demonstrate the efficiency of the maintenance organization. For those wishing to delve deeper into the topic, our guide "What is Maintenance?" provides a more comprehensive overview.
Frequently Asked Questions (FAQ)
Maintenance measures include all actions that preserve the functional condition of a system, building, or component. According to DIN 31051, these include servicing, inspection, repair, and improvement.
Maintenance measures preserve the existing condition of an object. Modernization measures go beyond this and increase its utility, for example through energy-efficient renovations or technical upgrades. In the case of rented apartments, modernization measures entitle the landlord to a rent increase under certain conditions, whereas pure maintenance measures do not.
Yes. According to § 555a of the German Civil Code (BGB), the tenant must tolerate measures necessary for the maintenance or repair of the rented property. The landlord must generally announce these measures in a timely manner, unless immediate implementation is absolutely necessary.
In rented properties, the landlord generally bears the costs of maintenance, as they are obligated to maintain the property according to § 535 of the German Civil Code (BGB). In owners' associations, maintenance work on common property is often financed from the maintenance reserve fund. In industry and technical building management, the operator or owner of the facility typically bears the costs.
This depends on the specific system, legal requirements, and the individual risk of failure. Safety-relevant equipment such as elevators or heating systems are usually subject to fixed legally mandated inspection intervals, while the frequency of other maintenance measures is determined by manufacturer recommendations or a risk assessment.
Systematic planning reduces costs because planned maintenance measures are generally significantly cheaper than unplanned repairs after a breakdown. In addition, it increases safety, extends the service life of equipment, and creates the documentation necessary for audits and compliance requirements.