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Part of Apartment EV charger asset register: what to record before 2027
Apartment EV charger configuration records: six fields and how to log a change
This guide gives the six fields for an apartment EV charger configuration record, how to log changes, who may approve them, and how to keep history traceable.
What to take away
- A safe configuration record holds six fieldsasset ID, document title, date received, source owner, status and approver role.
- The document title carries the version, so one label points to one source.
- It never holds passwords, tokens, remote addresses, live settings or change procedures.
- Every change is a new row, and the row it replaces stays in place.
- Approvers are roles, not namesproperty manager, licensed electrician or charging provider.
- Retention follows the property records schedule. Check that schedule before deleting anything.
Six fields in a safe configuration record
A configuration record is a controlled reference to what an authorized source says about an equipment or service setup at a stated time. It helps a reviewer find the current document. It does not publish settings, credentials, access steps or technical instructions.
For a charger, the authorized source is usually the charging provider's firmware or network notice, the licensed electrician's commissioning report, or the permit and inspection record for the circuit. The document title names the equipment that source covers — make and model, the version the source states, and the network it applies to. Amperage and load-management values stay with the electrician or provider who set them; the index only points to that record.
Safe reference record fields
- Asset IDproperty reference only
- Document sourcecontrolled location and version date
- Change categorynotice, project change, or question
- Approverrole or documented authority
- Effective statusreported, approved, superseded, unconfirmed
- Access boundaryauthorized role, not credentials
| Field | Safe entry | Never entered |
|---|---|---|
| Asset ID | Property reference, such as EV-014 | Account number |
| Document title | Name and version of the source file | File contents |
| Date | Version date or date received | Live meter readings |
| Source owner | Company or role that issued the file | Individual login names |
| Status | Reported, approved, superseded, unconfirmed | Assumed settings |
| Approver | Property manager, licensed electrician, charging provider | Credentials or tokens |
Keep this index beside the asset register so a new records owner can find it without searching email.
NIST's National Cybersecurity Center of Excellence (NCCoE) publishes an operational technology asset baselining guide that describes attributes such as manufacturer, model and firmware. See the NCCoE's operational technology asset-management example. That guide covers energy-sector operations rather than apartment charger administration, so it supports a dated attribute reference instead of memory.
Example: one change row filled in
A firmware notice arrives from the charging provider in March 2027. The row reads like this.
| Asset ID | Document title | Version | Date received | Source owner | Status |
|---|---|---|---|---|---|
| EV-014 | Provider firmware notice, block B | 3 | 2027-03-14 | Charging provider | Reported |
The status stays reported until a property manager records an authorized decision, so the approver role stays blank until then. The example keeps the version in its own column; the field table records the same value inside the document title. Nothing in the row explains how to apply the firmware.
How to log a change so history stays traceable
- Confirm who sent the information and how it arriveda provider notice, an electrician's report or an inspection record.
- Add a new row and leave the earlier row untouched.
- Set the status. Use reported when the property has only received a notice.
- Send the item to the approver rolebuilding decisions to the property manager or board, electrical work to the licensed electrician, network and firmware changes to the charging provider.
- Add a dated exception note when the source is incomplete.
Means
- Reported
- A party sent a document or notice
- Approved
- The property record shows a decision
- Superseded
- A later reference is current
- Unconfirmed
- The record cannot settle current status
Does not mean
- Reported
- The property approved a change
- Approved
- A setting was applied correctly
- Superseded
- The earlier document should be erased
- Unconfirmed
- The property may guess the setting
A resident report about a screen, an app or a missed session is not a settings change. Record it in a controls observation log so the configuration index stays about documents.
An exception note covers what the available source cannot settle. Name the missing document and the role that must confirm it.
CISA's asset inventory resource explains why knowing which assets an organization holds comes before reviewing changes. It is not a charger procedure. It supports keeping one clear asset reference per unit.
Who may authorize a configuration change
Authorization follows the building's governance, not the record keeper's preference. Most apartment and condo buildings have three roles in the approval path.
Role duties split along ownership lines. The property manager or condo board officer owns the building decision and the records schedule, while the licensed electrician owns electrical safety and code compliance questions. Network changes and firmware sit with the charging provider.
No single role approves everything. A provider firmware notice is not a property decision, and a request to move a charger is not a provider decision.
Two questions settle most cases. Who owns the equipment, and who owns the risk if it fails? Write both answers next to the asset ID.
Ownership and payment usually run on the same line: the party that paid for the charger — the building owner, the condo corporation or a provider under a service agreement — is also the party that holds the source documents and signs off on changes.
When a responsibility is still unclear, send the question to the party that owns it. A short access referral records who was asked and what came back.
How long to keep configuration records
Retention comes from the property's records schedule, not the charger vendor. A common range in property records schedules is the life of the asset plus three to seven years. Confirm the rule that governs your building.
The National Archives describes records management as control of records across their life cycle. Read the records-management overview. Keep the prior reference and its replacement so the history reads correctly after staff turnover.
Condo corporations in Ontario carry record-keeping duties under the Condominium Act, 1998, so the corporation's own schedule comes first there. US buildings usually follow an owner or manager schedule.
Match the schedule to the record type. Equipment documentation, board decisions and insurance paperwork can sit on different retention clocks. Note which clock applies to each row.
Check these items before the records review closes:
- Each asset has one current source document.
- Superseded rows still exist.
- Exception notes name a role.
- The next review date is set.
An asset audit is the faster way to find rows that lost their source document.
Common questions
Should a configuration record include passwords?
No. Keep credentials in an approved access-controlled system, and give the shared index only the asset reference it needs.
Does a document version prove a setting is active?
No. A version identifies a source. Confirm current status with the authorized party when the answer matters.
Who signs off on a change in a condo building?
Usually the board or property manager for building decisions, the licensed electrician for electrical safety, and the charging provider for network changes.
How long should we keep the old rows?
For as long as the property schedule requires, and longer if a warranty, insurance or dispute question is open.
