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Old 03-15-2015, 12:02 PM   #1
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Maintenance documentation

Maintenance documentation is important to both the current and future owners of the coach. What system do you use to be sure that the service history of your coach is accurate and complete? What has worked for you...and what haven't? Has anyone found a good electronic means of maintaining these records...thus freeing up the need to file and store receipts?


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Old 03-15-2015, 12:35 PM   #2
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I have an excel spread sheet that I record everything in. I than back up the receipts into a electronic folder that is stored on the computer. The receipts are scan into the computer and put into a folder labeled the model of the vehicle.


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Old 03-15-2015, 01:06 PM   #3
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Quote:
Originally Posted by jimcumminsw View Post
I have an excel spread sheet that I record everything in. I than back up the receipts into a electronic folder that is stored on the computer. The receipts are scan into the computer and put into a folder labeled the model of the vehicle.


Jim W.

Thank you Jim. That certainly satisfying the requirements. Sometimes I guess that I just try and over complicate the task.


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Old 03-15-2015, 07:08 PM   #4
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The downside to keeping detailed, accurate records is; if you trade-in your RV the retailer will likely throw them away or ignore them when presenting the RV for sale. I keep my records for me, and have no expectation of anyone else benefiting from them.
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Old 03-15-2015, 08:17 PM   #5
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I agree with "Ray,IN"....On my last DP, I kept records and brochures and made sure they were passed onto the next owner who didn't really show much interest in them

I know I may be a dinosaur for not having some kind of spread sheet, but I don't find them to be much value. I created a couple of documents in a word program that I print out and keep in a folder in the coach. One document consists of all the filters (name and part numbers) and the type of fluids and quantity. The other document lists all the serviceable items with a date and mileage box next to them. I can use the document with the date and mileage boxes for three services, before I add another page (same page).

I keep multiple copies of the master list of filters and take one with me when I purchase new filters. I like this old style method, because I can pull my binder out WHILE I'm doing my service and check items off and fill in the boxes with dates and mileage.
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Old 03-15-2015, 08:21 PM   #6
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We sold our motorhome recently via PPL Consignment. The buyer relayed to PPL who relayed to us that the buyer was impressed with having the 'original' documentation papers for all servicing, repairs and all the manuals that came with the MH new.

If we were buying a used unit ourselves we would have more faith in the original receipts. Anyone can put anything in the spreadsheet.
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Old 03-15-2015, 08:37 PM   #7
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I use an Excel spreadsheet with multiple tabs. The spreadsheet has everything ever done to the coach.

One tab has all of the "Parts" listed (from filters to wiper blades) including part numbers and cost.

Another tab list all maintenance items I have done including cost and quantities used plus any new things I have done like the new LED Strip lights I just added to the closet. Its scary how much you spend on the coach after you buy it! Receipts are scanned and linked to each item shown on this list.

Another tab has all of the contact information like addresses and phone numbers for any component of the coach.

A friend of mine uses a box. He just drops the receipts in the box. Hey. what ever works for you, right?
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Old 03-15-2015, 09:14 PM   #8
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Not only is good maintenance documents important, so it documents that detail every modification you make to your RV. SO many times I have seen people asking questions " what is this switch for" it is not on other RV's like mine. Owners install and make changes to personalize their RV and it is very important to document all changes for the next owner as well as when you need a mechanic to work on something you may have changed.
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Old 03-15-2015, 09:34 PM   #9
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My thanks to all of you for your responses! I learn so much on this forum!


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Old 03-16-2015, 06:18 AM   #10
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I have ALL the receipts for EVERYTHING that's ever been done or bought for our coach. I'll make every effort to make sure the next owner gets them. It's what I would expect when purchasing. So when ours is on the market next year, the next owner will have full documentation.
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Old 03-16-2015, 08:45 AM   #11
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Quote:
Originally Posted by twogypsies View Post
If we were buying a used unit ourselves we would have more faith in the original receipts. Anyone can put anything in the spreadsheet.
You must have missed the part where I stated that I also scan in the receipts to the computer and file them for further documentation. Most receipts I have found over time failed to nothing do to the printing process from the cash register.
One other item I save and either have electronic copy or scan a copy is the OIA reports from MONITOR LABS for my engine.

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Old 03-16-2015, 03:25 PM   #12
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I keep all my shop service receipts in a multi-slot folder in the coach, and use a single text file as my "blog" of maintenance I do myself (primarily oil, filter & belt changes) on the coach engine and genset. Tried a spreadsheet for awhile but found no advantage for my purposes - most of the pertinent info was in the form of text anyway, and I feel no need to total up costs or amounts of fluids used.
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Old 03-18-2015, 09:39 AM   #13
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I believe in the old saying "KISS" (keep it simple stupid). I record everything that is done to the MH on a legal pad which I keep with all the manuals. I include what was done, mileage, parts used, where the parts were purchased, and the total cost. Works for me!
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Old 03-18-2015, 03:40 PM   #14
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Thanks to all for you suggestions. I will probably start with some hybrid system that captures the best from all. It will then morph into something that works for me. Travel safely!

- Jerry



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