Service reports, an inspection certificate, a maintenance spreadsheet, a forwarded email and a folder of past records feed into aedile, which reads them, then files them into the building's record on screen.

· How It Works

How the
Record Comes
Alive.

From the documents you already receive, aedile reads, understands and connects the information behind each building, turning scattered paperwork into a living record.

Records in any format - PDFs, Word documents, images, spreadsheets, emailed records and folders - enter aedile. aedile reads them and returns structured information: building address, fire system, service date, next due date, contractor and any defect identified.

01

Start With
What You Have.

Upload existing fire safety records from any contractor, in the formats you already use, or simply email them to aedile.

02

Every Record
Is Read.

aedile identifies the information that matters while retaining the original source document.

Contractor fire protection service report (example document)

Extracted information

Reading…

  • Contractor

    Apex Fire Services

  • Building

    14 Rivergate Plaza, Brisbane QLD

  • Installation

    Fire Indicator Panel

  • Service date

    12 Jun 2026

  • Next due date

    12 Dec 2026

  • Defect identified

    Zone 3 detector - replacement required

6 fields extracted · original retained · unclear fields flagged for review

03

Information Becomes
the Record.

Each detail is connected to the right building, system, history and requirement.

  • Building
  • Installation
  • Service record
  • Obligation
  • Contractor
  • Defect
  • Evidence
  • Staff & Training

Installation

Fire Indicator Panel

Service record

Serviced 12 Jun 2026

Apex Fire Services

Contractor

Apex Fire Services

Service history

12 Jun 2026 · 14 Dec 2025

12 Jun 2025

Obligation

Test 6-monthly

Next due 12 Dec 2026

Evidence

Service report · Certificate

Staff Training

4 / 5 staff current

Next refresh 10 Aug 2026

Defect

Zone 3 detector

Identified 12 Jun 2026

04

The Record
Does Not Sit Still.

Dates, defects, missing evidence, training and outstanding actions remain visible as the building changes.

Record posture

At Risk

1 critical defect on file. 3 open items.

  1. Strong
  2. Attention
  3. At Risk
  4. Escalated
APRMAYJUNJULAUGSEP
14 MAYHydrant ServiceCompleted 29 JUNHydrant Test RecordMissing 12 JULHydrant SystemDefect Reported 10 AUGEvacuation PracticeOverdue

Open items 3

Pressure relief valve leaking

Fire Hydrant System

Critical

Missing discharge test record

Fire Hydrant System

Attention

Annual evacuation practice overdue

Staff Training

Attention

05

From Problem
Identified to
Problem Resolved.

When aedile finds a missing record or an open defect, it drafts the follow-up to your contractor. You approve it. When the contractor replies, the new record is filed against the right building and system, and the open item updates.

Prefer it hands-off? Set any follow-up to Send Automatically and aedile sends it for you, then logs exactly what went out. Or have it simply notify you and make the call yourself.

By default, nothing is sent to a contractor until you approve it.

  1. Issue surfaced

    aedile identifies a problem or a missing record.

  2. Follow-up sent

    By default, the request for evidence goes to your contractor only once you approve it.

  3. Record received

    The contractor replies and the record is captured automatically.

  4. History updated

    The record is updated and the full history stays connected.

Missing discharge test record Fire Hydrant System - nothing on file since the 2024 service Identified
aedile → Northside Fire Services Fire Hydrant System - discharge test record outstanding Sent 2:14 PM
Northside Fire Services → aedile Re: discharge test - certificate attached Captured
Filed to Fire Hydrant System Discharge test record - the open item closes and the history stays connected Resolved

06

One Record.
Ready to Produce.

Generate the records and supporting history you need without rebuilding the story from folders, inboxes and contractor portals. When the inspector asks, produce the Inspection Pack: the original records, maintenance history and open items, organised by system.

Attention

3 items require attention to keep your fire safety record complete.

Review 3 items →

  • Records TrackedActive
  • Obligations Monitored42
  • Systems Connected14
  • Documents On File38
  • Last Updated8 min ago

Scheduled Services

14

On a regular schedule

Action Needed

3

Needs review

Overdue

0

All current

Documents

38

2 to check

Record HealthLast 3 months Attention · 55%
80% benchmark

16 June23 June30 June6 JulyToday

Action NeededBy severity
3Open items
  • Critical defects0
  • High1
  • Major2
  • Minor defects0
  • MIR Item Evidence
  • Occupier's Statement
  • Staff Instruction Record
  • Evacuation Practice Record
  • Inspection Pack

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