Multi-Head Split Systems in Strata Buildings: Setting Up a Simple Filter Register

Strata buildings with multi-head split systems can be straightforward to overlook because the indoor units are spread across common areas, tenancies and different levels. When each unit has its own filter access point, the easiest way to stay organised is to create one simple register that records where every filter is located, how it is accessed, and what needs to be checked at each service visit.

A good filter register does not need to be complicated. It just needs to give your building team a clear view of the system, so cleaning and replacement can be planned around site conditions, dust load and the manufacturer’s instructions.

Why a filter register matters in strata buildings

In a multi-head split system, each indoor unit may have a different filter size, different access method and different servicing history. If those details live only in memory, or in scattered emails, it becomes harder to keep the system consistent across the building.

A simple register helps strata managers and facility managers:

• •identify which indoor unit belongs to which area
• •note whether the filter is washable, disposable, or a special type
• •record when each filter was last inspected, cleaned or replaced
• •track access requirements such as ceiling tiles, lockable rooms or after-hours entry
• •keep a history of any recurring issues such as dust build-up, blocked returns or damaged filter frames

This is especially useful in buildings where maintenance responsibilities are shared between owners, tenants, contractors and onsite staff. A clear register reduces guesswork and helps the right person know what needs attention.

What to include in the register

The aim is to make the register practical enough that it gets used. Keep the format simple, whether it is a spreadsheet, shared maintenance log or a section inside your building management system.

At minimum, include these details for each indoor unit:

• •location of the unit, such as apartment common room, foyer, corridor or plant-adjacent space
• •asset identifier or room reference
• •filter type and size
• •whether the filter is reusable, disposable, or a product with special care instructions
• •access notes, such as ceiling access, ladder requirement or restricted entry times
• •date of last inspection
• •action taken, such as cleaned, replaced, refitted or left in place after inspection
• •notes on condition, including damage, gaps, dirt loading or odour issues around the unit
• •pressure drop reading, where gauges are fitted
• •contractor name or staff member responsible for the inspection

If the system includes different filter grades or specialised filtration products, note the exact product details rather than relying on memory. For replacement filters, keep a reference to the correct our products page or your preferred supplier record so the next order is accurate.

Set up the register by mapping the building first

Before you start recording maintenance history, walk the building and identify every indoor unit. This is the best time to confirm which rooms, common areas or service zones are connected to which head.

A simple building map should show:

• •the position of each indoor unit
• •the corresponding service access point
• •any units hidden above ceilings or behind panels
• •where spare filters are stored, if you keep them onsite
• •which areas may need after-hours access for safe servicing

If the indoor units have hard-to-reach filter sections, add a note explaining how access is gained. That detail can save time for the next contractor or building staff member who needs to check the unit.

For any filters that need custom sizing, a measured record is more useful than a rough description. If needed, your team can use how to measure an air filter as a reference when confirming dimensions.

Track condition, not just dates

A register works best when it records the actual condition of each filter, not just the fact that a visit happened. Inspection frequency depends on the system, the site conditions and the dust load, so the register should help your team make informed decisions rather than force a fixed timetable.

Useful condition notes include:

• •visible dust build-up on the filter media
• •distortion, tears or poor seating in the frame
• •signs of bypass around the edges
• •restricted airflow or a noticeable rise in pressure drop where gauges are installed
• •dampness, staining or mould around the filter compartment
• •unusual odour or debris at the return air grille

If the building uses pressure gauges, logging the reading at each inspection can help show whether the filter is becoming loaded. That record is particularly helpful when several indoor units are installed in different parts of the building, because usage and contamination can vary widely from one location to another.

If a filter appears damaged or the frame no longer fits properly, it should be replaced with the correct product rather than reused. For products that are designed to be washable, follow the product instructions carefully and confirm the filter is fully dry and correctly refitted before returning the unit to service.

Make the register easy for multiple people to use

In strata buildings, the people responsible for maintenance may change from job to job. A useful register should be easy for different staff members and contractors to understand at a glance.

To keep it practical:

• •use consistent names for each indoor unit and room
• •keep descriptions short and clear
• •store the register in a shared location that the relevant people can access
• •make space for photographs of problem filters or awkward access points
• •record the date, not just the month or season
• •note any follow-up action required after an inspection

If your building manager, cleaning contractor and HVAC service provider all use different terms for the same unit, confusion can creep in quickly. A single naming system avoids that problem. For example, choose one label for each indoor unit and use it consistently across service reports, key registers and maintenance records.

Where the building is subject to ventilation requirements, the site’s mechanical services engineer or building owner should confirm the relevant requirements. AS 1668.2:2024 may be part of that discussion, but the register itself should reflect the actual equipment installed and the site-specific servicing plan.

When to review the register

A filter register should be a living document, not something created once and forgotten. Review it whenever something changes in the building, such as a tenancy fit-out, a maintenance upgrade or a change in access arrangements.

It is also worth reviewing the register if you notice:

• •repeated clogging in one area of the building
• •filters arriving in the wrong size
• •access issues that slow down inspections
• •missing service history for a particular indoor unit
• •changes to the system layout after renovation or repair work

If the building has different filter styles across the property, include the exact product details in the register so replacements can be ordered correctly. For strata teams that want external support, filter servicing and commercial filter servicing can help keep the records aligned with what is actually installed.

A simple process that works across one property

The best filter register is usually the one that people can maintain without extra effort. Start with the basics, then build in more detail only if the property needs it.

A workable routine is:

• •identify all indoor units and their filter points
• •note the filter type, size and access details
• •record the latest inspection result for each unit
• •update the register whenever filters are cleaned, replaced or adjusted
• •keep comments brief but specific
• •review the register after any service visit that changes the condition of the system

For larger or more complex buildings, it can also help to align the register with other asset records used by the building team. That way, the filter history sits beside the broader maintenance picture instead of living in a separate folder that nobody checks.

Need help setting up the right filters?

Total Air Filtration is a family-owned air filter manufacturer and supplier based in Hillcrest, Brisbane QLD, established 2009. We can help you identify the right replacement filters, including custom options where needed, and support your team in keeping the register accurate.

Call 07 3800 3448 or request a quote. You can also contact us or explore custom air filters if your building has unusual sizes or access requirements.