Certified Facility Management: Digital Evidence with Legal Validity
Certified documentation for inspections, maintenance and building checks with full traceability and legal validity for facility management companies.
Facility management companies maintain and operate building portfolios on behalf of clients who demand timely, measurable and verifiable reporting. Technicians produce photos, videos, checklists and work orders during inspections, corrective maintenance and system checks every day. The problem is where this documentation ends up: personal devices, group chats and shared folders with no guarantee of integrity, timestamps or chain of custody.
When a client disputes an SLA breach or questions whether an intervention actually took place, the facility manager has no defensible evidence. TrueScreen certifies every operational record directly in the field, producing legally valid documentation ready for audits, contractual reporting and disputes.
Sector
Facility management, building portfolio management, integrated maintenance services, property management
Business function
Operations, Facility management, Contract management, Quality control, Legal, HSE
Key process
Scheduled inspections, preventive and corrective maintenance, system checks, SLA monitoring, contractual reporting
Certified content
Photos, videos, operative checklists, work orders, inspection reports, technical documents, acquisition metadata
Output
Certified documentation and reports with legal validity
Adoption mode
App / Web / API / SDK
Challenges
Solution
Technicians carry out inspections and maintenance following guided workflows that organize evidence collection by building, area and activity type. TrueScreen certifies every piece of content at the moment of capture with immutable metadata: GPS position, timestamp, operator identity and session context.
The result is a certified report with full legal validity, ready to demonstrate SLA compliance, document system conformity and support dispute resolution with clients or subcontractors.
What gets certified
Building and system condition
Photos and videos of common areas, systems and structures before, during and after each intervention
Checklists and work orders
Operative checklists and work orders completed on-site with certified timestamps and geolocation
Inspection reports
Scheduled inspection reports with non-conformity classification and job reference
Documents and metadata
System conformity documents, technical declarations, GPS coordinates, timestamps and operator identity
Partners
Facility management and integrated service companies, property managers, building portfolio administrators, HVAC and system maintenance firms, technical service providers, engineering consultancies, certification and inspection bodies.
Integrations
TrueScreen integrates with facility management platforms (CAFM/IWMS), CMMS systems, workforce management and field service software, ERP and contract management systems, DMS and compliant document archives. Certified reports are exportable in PDF and JSON formats, compatible with major ticketing, reporting and SLA monitoring systems.
How does TrueScreen certify a facility management inspection?
The technician starts a certification session via the TrueScreen app directly on site. Every photo, video and checklist captured during the inspection receives immutable metadata at the moment of acquisition: GPS coordinates, timestamp, operator identity and session context. TrueScreen applies an eIDAS-compliant digital seal that guarantees authenticity, integrity and immutability. The system generates a certified report with full legal validity, immediately available for the client and for audits.
Is certified evidence valid to demonstrate SLA compliance?
Yes. Each certified record includes immutable timestamps and GPS coordinates that prove exactly when, where and by whom the intervention was carried out. This documentation is legally valid and defensible in contractual proceedings, arbitration and court under the eIDAS Regulation (EU 910/2014). The chain of custody is fully documented, making any claim of tampering or falsification unsustainable.
Can TrueScreen handle multiple buildings and suppliers simultaneously?
Yes. TrueScreen organizes evidence by building, job reference and supplier, enabling centralized management of distributed operations. Each operator works independently on site while all certified data converges into a single repository, accessible in real time by operations managers and contract managers. Structured reports can be filtered by location, period and intervention type.
Which regulations does TrueScreen certification support in facility management?
TrueScreen certification supports compliance with ISO 41001:2018 documentation requirements for facility management systems, the eIDAS Regulation (EU 910/2014) for the legal validity of electronic documents, ISO/IEC 27001 for information security, and the Federal Rules of Evidence for the admissibility of digital records. Certified reports meet the traceability and integrity standards required by major international regulatory frameworks.
How does TrueScreen integrate with existing CMMS and facility management systems?
TrueScreen produces certified reports exportable in PDF and JSON formats, compatible with the main CAFM/IWMS platforms, CMMS systems, ERP, workforce management and field service software. The structured output feeds directly into existing ticketing, reporting and SLA monitoring workflows, eliminating manual transcription and accelerating periodic reporting to clients.
Can a certified report be used as evidence in a dispute with a client?
Yes. Every certified report includes a complete chain of custody with immutable metadata: digital seal, timestamp, GPS coordinates and operator identity. This documentation is legally admissible under the eIDAS Regulation in the European Union and under common law evidence frameworks internationally. The immutability of metadata makes it impossible to alter records after acquisition, providing defensible proof of the actual execution of interventions.
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