The purpose of keeping records in a preventative maintenance program is to:

In a preventative maintenance program, keeping records serves the crucial role of providing a detailed history of maintenance performed on the property. This documentation is vital for several reasons. Firstly, it enables property managers to track the maintenance activities over time, ensuring that all necessary repairs and upkeep have been addressed. This historical data can help identify patterns or recurring issues, allowing for more informed decision-making regarding property care.

Additionally, having a thorough record of completed maintenance actions supports compliance with regulations and can be critical in disputes or inspections, proving that the property has been properly maintained and attended to. Proper record-keeping can also help in predicting upcoming maintenance needs based on historical trends, thus assisting in budgeting and planning for future expenditures.

The other options do not align with the primary purpose of record-keeping in a preventative maintenance program. Limiting communication with vendors may hinder effective maintenance management, while reducing tenant inquiries about repairs does not align with the proactive approach of preventive maintenance, which focuses on addressing issues before they require tenant escalation. Tracking the number of tenants in the building is unrelated to maintenance history and focuses more on occupancy rather than property upkeep.