Documenting service, repairs, etc.

[johncarlos2003]

I have been a huge fan for years and about seven months ago was able to achieve a long term goal of owning a 911 (88 coupe). It is truly beautiful and has all services/stamps and professional and proper care from respected specialists and, earlier on, the dealership.

While I do some basics on my own, I am luck to have a Porsche Dealership Tech here who is not only my friend but my mechanic and a good rate. He works on my car and his (also an 88 Coupe) at his home shop after a days work as the dealership.

I want to be able to document all work and recored it's life properly for my own ownership pleasure and for the eventual next owner (if i ever sell it!)-- Anyway- considering that I am not servicing at a licensed or incorporated dealership/specialist (but still having top notch maintenance/work) what is the best way to "stamp" the book and to write up details for each bit of work and preventative maintenance tasks performed. I want to insure that it is clearly recorded so as to "properly" show the cars correct care-

I suppose I can just write a sheet up on each job but since there aren't really receipts etc. and considering it's between friends, maybe there is a standard method or ideas so as to record its maintenance in a proper, in the world of enthusiasts, way. Is ther a standard practive when documenting private, yet pro, work on a car? thanks.

[Bob's Flat-Six]

Get a ring binder/notebook with dividers, so you can break it up into all the different areas of the car. A section for the engine, brakes, tires, etc, etc.
You can keep your receipts in it too. Then just log away, noting as much info as you want.

The notebook will develop character just like the 911 does over the years, and should be proof enough for most of it's entry's. You can even put stickers on it.

[Evans, Marv]

Johncarlos,
If you have a computer, it's easy to just establish a simple table using the Word table option or a spread sheet program to keep a record of things done to to your car. I just use the Word table to keep track of everything including oil changes (date, mileage, item, cost, comment) for my cars. I keep the receipts in a separate file.

[Hendog]

I keep a small note-book sized ring binder in the glove box, in it I wite down the date, mileage, and oil change/work performed. I keep a file in my filing cabinet with any and all receipts for parts ordered and bills for work done when I have a shop do the work. You can even document long trips with mileage run (I haven't done that yet), but as you can see you can document whatever you feel would be nice to know about the car. As Bob's Flat-Six says, it will develop the character of your car.

[Grady Clay]

Johncarlos,

All of the above and more. I recommend you keep both a digital copy and a paper copy. With a scanner copying everything to disc is easy. Now that good digital cameras are relatively inexpensive, get images of everything.

Here is a link:
“Personal Car Specific Manual”

This not only helps the next caretaker, it is very useful if there ever is a serious insurance claim issue. Including all the details and technical information is fun for you and helps your learning your 911. These wonderful cars were designed and built by mortals; you can enjoy learning and practicing all the details. That includes documenting your DIY projects. Try it with just a weekend car wash project.

Best,
Grady

[Wickd89]

Like the picture idea. Normally done for restorations but why not do it for repairs as well.
I maintain a spreadsheet with date, mileage, and summary of work done (by a shop or myself).
For example, I repaired some wind noise on my Cab, and I summarized what I did to get it fixed. I had my power seat fixed by an ex-dealer mechanic in his house but I documented this and his level of expertise.

Also a folder with all receipts of parts you buy, regardless of who installs it.

[Wil Ferch]

The format shouldn't be so much a concern as the fact that you're actually documenting the work. I do this myself on a simple sheet of hand written paper....added chronologically over the last one ( with dates).

This even includes modifications I make to the car, not just service and repairs.

Oh....might also consider printing out a full electrical diagramatic from the service mmanuals ...and "red-lining" any subsequent modifications like the additon of relays and fuses. I do this too and keep it in a separate electrical folder. All this is not just good for the next owner...but also for you too ( now) if you ever have to roll-into a service place on a trip, or whatever.

- Wil

[Wickd89]

Just an example of my log:

[randywebb]

I use Excel & have separate columns for Labor$ vs. Parts$ - otherwise like Wickd89's above. I include sub-work (balancing flywheel, machining heads, etc.) as labor.

That way I can total things periodically and see how much trouble I'm in....

The original question also seemed to raise the question of how one could have something not prepared by the owner to document that an official dealer or 3rd party did the work. Maybe you could prepare an invoice and have him stamp it?

I keep things to do, things done and some how to do it info, note, & etc. in file folders. Grady's looseleaf notebook idea is better, but I'm too lazy...

Other info - including URLs and some test printouts from threads here and elsewhere is in Emails I send to myself. The more important ones tend to migrate into MS Word files and I then delete the Emails.

[Grady Clay]

Randy,

…I can total things periodically and see how much trouble I'm in....

I love it! Hehe. You certainly aren’t in trouble with Pelican. Hehehe

I agree it isn’t the format; it is the process and the product that is most useful. Quit being lazy. With your 911, you are “writing the book” for that car. Be a proper author.

The nice thing about archiving links, e-mail, Pelican printouts and the like is they are date-stamped. This allows you to look for up-dates, if any.

Another good thing is the ability to down-load the parts manual for your Porsche from PCNA. For free. Everyone should do this. The link is: pdf download from PCNA

How I combine paper and digital documents is to carefully store, index and cross-reference everything in digital form. I then print a hard-copy for use and pencil in corrections and additions. Periodically I transcribe everything back into the digital format and print another hardcopy. Not ideal I suppose, but works for lame ‘ol me. I need to get some of my young Pelican IT friends to help me.

I suppose I should revive the thread I linked above. The point is to present lots of options so everyone can devise their personal system. Just like our cars, there isn’t one-to-fit-all solution.

So no one feels I’m giving Randy a “hard time,” he is an accomplished scientist and attorney and I respect him greatly. The juxtaposition of my science and business skills are fun for all. The best of Pelican.

Best,
Grady

[randywebb]

"Quit being lazy."

- I have a lot of irons in the fire... Increasing the documentation level is kinda down the list (I also got roped into helping some botanists save a plant recently, so it all adds up). My big car event will be to get it back from the painter and maybe even drive it this month...

[p911dad]

I applaud everyone's good and proper record keeping, and I wish I were even a little so inclined. My system is yellow post it notes taped into the back of the service manual that came with the car, and bag of receipts down in the workshop held in place with a spanner. Does anyone have any evidence that perfect records will increase a sale price(beyond the original warrenty stamps), or does the ultimate buyer end up simply doing the usual back and forth bartering tango for the car? Or is the record keeping more valuable to the current owner just for keeping track of what he's done over the years for his own satisfaction? Hmmmm..

[randywebb]

The Evi-Dance is a complicated one. What would you take as evidence? I got a very good price for my '75 and the thorough documentation was a lot of it. But before that some Brit guy in Portland wasted a lot of my time looking thru it all and taking notes, then he backed out b/c he thought he saw some wierd repair pattern there. It was nonsense. But I could have saved a lot of time if I'd said "no records - get a PPI."

I also got a good price for a 2.7L engine I sold acouple years later. There the evidence was also important, as I had a printout and pics of the test done on a Sun machine, and a shop owner who could tell the buyer that it ran just fine before I removed it from the car (in favor of a hotrodded 3.2L).

So those are anecdotal reports, not statistical data with confidence intervals.

[aigel]

I sense that you may be a bit excited over this new purchase. We all were. Soon however it will be a car to you.

Along those lines I would not sweat it and keep it simple. Otherwise you may find it hard to keep it up. Keep the receipts. Many upgrades are clearly visible and if you have receipts for shocks, why would they be on another car? If I can produce 5k worth of receipts for a couple years, folks will know that the car is maintained and updated. Then just list the mods / jobs when it is time to sell.

Many people sell their cars here on the board and refer to their posting history. Not a bad idea either, to go share your experience here and have an automatic record.

An 88 911 is a common car and it's not like you have one car out of 12 or such a thing. Use it, enjoy it and don't worry too hard about the next generation!!!

George

[autobonrun]

I have computerized all my records since 1984 using an Excel Spreadsheet. The total is amazing, that's why I seldom look at the total, I just add a row when needed. It's not all maintenance. The total includes things like adding front and rear spoiler, etc. I also have parts and labor separated.

One thing I did from the beginning was to separate the repairs into Planned and Unplanned. Over the 22 years I've owned this car, only about 20% of the cost of ownership has been unplanned repairs. I think this shows how good these cars are. After all, it's the unplanned repairs that really get to you. For example, an alternator failure falls under Unplanned while upgrade of my shocks falls under Planned.

Probably more than you need, but I like to track the total cost of ownership.

Just for the record, I find my BMW has a much higher percentage of Unplanned repairs as compared to the Porsche. For this reason, I feel the cost of owning a Porsche in not nearly what some make it out to be.

[aigel]

One good reason indeed, autobonrun not to keep it in a spreadsheet. Summing it all up is just two clicks away.

George