Why Does Your Organisation Need a UPS Maintenance Plan?

If you run a fleet of vehicles, you’ll have a service plan for them. When your working day is interrupted by the fire alarm, you accept it as a necessary safety check. Your IT team performs regular data back-ups and hardware health assessments. Why is your uninterruptible power supply any different? UPS maintenance should have the same priority as all these other safeguards.

The only distinction is that your UPS sits in the background unused unless there is an emergency. Everything else is part of your daily routine, while you probably don’t even think about your UPS from one week to the next. Then when you need it to kick in and save you from data, communication and service loss, nothing happens. There’s little point in installing a UPS unless you are going to keep it in fully functioning condition at all times.

The Risks of Neglecting UPS Maintenance

The most immediate consequence of a failed UPS is the sudden, unexpected downtime. No business can function without power, so the work of all your employees grinds to a halt, lines of communication with customers and suppliers shut down and computer systems fail. This last point is particularly concerning because of the risk of data corruption or loss. Furthermore, scheduled back-ups will cease. Power failures in the UK are surprisingly common and can last for hours, which translates into significant business losses.

There are peripheral benefits to regular UPS maintenance too. While regular inspections may give your system a clean bill of health in the most general terms, this will not only it will identify any minor issues that might develop into major ones in future, but it will also make it possible to increase its current efficiency by checking all connections and clearing away any of the dust and debris which accumulates in any piece of hardware. In addition, it makes it much easier to keep an up to date inventory of the infrastructure of the UPS which helps with planning and budgeting.

If your UPS fails, then the effect extends further than these operational issues. Any cost savings made by not funding a maintenance plan will be quickly erased by the expense of repair and even possible replacement. Equally, as with any sophisticated piece of technology, regular maintenance will prolong life and reduce costs significantly over the longer term. In the short term, if the equipment is well maintained, it will remain energy-efficient thus cutting energy wastage and further limiting costs.

Apart from its practical purpose, a UPS is also intended to give you peace of mind. The possibility of any kind of technical failure is a nightmare for any business, but a complete power outage is potentially catastrophic. One way of living with this threat is to pay no attention to it and carry on as normal. This form of unconscious denial is what leads too many businesses to neglect maintenance. The other way to cope with the threat is to give yourself the practical reassurance that if the emergency system is ever needed, it will perform as expected. Peace of mind must be based on reality.

Maintenance Plans

There are many companies with considerable expertise and experience who offer a range of maintenance plans. Scheduled visits and a 24/7 technical support desk are fairly standard across the industry, enabling an initial diagnosis and elementary guidance before an engineer is required. You will find that there are various levels of cover available, some of which include call out charges and labour while others extend to parts as well. Even the more basic levels can be immensely useful.

Most plans can be tailored to your requirements, with response times as short as 4 hours or in less urgent cases on the next working day. Out-of-hour service and remote monitoring are other common options.

UPS manufacturers generally provide warranties on their products but even if these offer cover for a number of years, they may not apply in all circumstances and the only way to ensure you are not caught out by any exclusions is to have your UPS professionally inspected at least once a year. Rather than treating your UPS as an inconvenient but necessary investment, try to see it as a crucial part of your business infrastructure because that’s exactly what it is.


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