Your UPS Maintenance Questions Answered – Part TWO
Maintaining uptime, reducing downtime, optimizing run time to save you time.
In data center operations, it’s all about time – maintaining uptime, reducing downtime, optimizing run time and saving time when it comes to maintenance, replacements and parts.
And sometimes it can feel like there is very little time in the day for YOU to focus on critical issues such as UPS and battery maintenance.
That’s why we are here, to help save you time — even when it comes to finding answers to the questions you have about UPS maintenance services and procedures.
This is part two of our frequently asked questions series. Here, we’re answering the top questions out there about UPS maintenance visits, being prepared for routine maintenance, effective documentation, what to do in emergencies and more.
Our team has more than 23 years of data center expertise and our factory-trained engineers average 15 years experience. We’ve tapped into that deep knowledge to create this FAQ for you. Find answers to your questions, quickly, about UPS maintenance so you can be prepared and focus on what matters most. If you don’t see your question here, fill out our form and we can contact you to help provide the answer you need.
Let’s explore more about UPS maintenance service, procedures and even emergencies.
What does a typical UPS maintenance visit include?
A typical onsite inspection and UPS maintenance visit by Quality Uptime Services is comprehensive and can take one to eight hours per system, depending on system size and complexity.
Our team always does their homework before arriving at your sites. They will review data ahead of time to make informed assessments and to understand site-specific equipment maintenance requirements.
Our visits include:
Visual Inspection
- We look for physical damage, corrosion, loose connections, or signs of overheating
- We inspect ventilation, airflow, and cleanliness of the environment
Battery Testing & Evaluation
- Measure voltage, internal resistance, and temperature
- Perform load testing or battery runtime simulation
- Look for signs of swelling, leaks, or aging
- Document battery age and health
Electrical and System Checks
- Verify input/output voltage and frequency
- Check load levels to ensure they are within safe limits
- Confirm proper bypass and transfer switch operation
- Inspect breaker operation and wiring integrity
Firmware and Alarm Review
- Download and review alarm/event logs
- Identify potential updates, if needed
- Test audible and visual alarms
Preventive Cleaning
- Dust and clean components, especially fans, filters, and vents
- Remove debris that may affect cooling or airflow
Reporting and Recommendations
- We always provide a maintenance report with performance metrics
- We’ll highlight any issues, needed repairs, or upcoming battery replacements
- We’ll suggest any upgrades or environmental improvements
How do I prepare for a UPS maintenance visit?
It is important to prepare for a UPS and battery maintenance visit. It ensures that your technician can work efficiently and safely, and catch any issues early.
Here are steps you can take to get prepared for the visit:
Gather System Info
- Have your UPS model, serial number, and battery type ready
- Provide any recent alarm logs or issues you’ve noticed
- Share past maintenance reports, if available
Ensure Access
- Unlock or grant access to:
- UPS room or closet
- Electrical panels
- Battery banks or external battery cabinets
- Make sure technicians can physically reach the equipment without obstructions
Coordinate a Safe Window
- Choose a time with minimal load on the system (if possible)
- Inform staff about the visit in case there’s brief testing or alarms during inspection
- Schedule after-hours if maintenance may cause audible beeping or distractions, or if the risk of impact to critical operations is reduced
Notify IT & Facilities Teams
- Let IT know if any system diagnostics, reboots, or shutdowns are needed
- Facilities may need to assist with ventilation, cooling, or access
Safety & Compliance Check
- Ensure fire extinguishers, eye wash stations, and safety signage are accessible
- Ensure technicians are briefed on site-specific safety protocols (e.g., PPE, site-specific training, ID badges, COVID or other policies, MOPs, SOPs, SOWs, permitting), or other procedures or processes that must be followed
Review Maintenance Scope
- Clarify whether it’s a basic inspection, battery test, or full preventive maintenance
- Confirm if any load testing or firmware updates will be done
Consider downloading and using our Maintenance Checklist to keep up-to-date records. It makes every visit smoother.
What are the risks of skipping regular UPS maintenance?
Skipping regular UPS or battery maintenance can lead to a variety of risks, potentially jeopardizing your equipment, data and overall operations. This infographic illustrates both the financial and safety risks that you need to know.
Regular UPS and battery maintenance is essential for reducing risks, ensuring reliability, and protecting your investment. You’ll avoid most of these issues by staying on top of maintenance.
Here’s what is at-risk when you skip regular UPS maintenance:
Unexpected Downtime: Without regular checks, minor issues (such as battery degradation) go unnoticed and can lead to sudden UPS failure during power outages. Critical systems can go offline and without proper UPS backup, essential equipment (servers, networks, medical devices) could experience downtime, leading to data loss or service interruptions.
Shortened Battery Life: Batteries in UPS systems degrade over time. Skipping maintenance leads to:
- Premature battery failure due to excessive discharge cycles
- Increased frequency of replacements or costly emergency fixes
- Batteries not fully charged or maintained will have a reduced runtime, increasing the risk during outages
Decreased System Efficiency: Without regular maintenance, components such as fans, filters, and capacitors can become dirty or damaged. This can increase energy consumption and operational costs. It may also lead to overheating which damages sensitive equipment and can cause the UPS to fail prematurely.
Safety Hazards: Overheating or electrical malfunctions due to faulty or old components can cause fire risks, while battery leakage, swelling, or corrosion can lead to hazardous situations (especially in lead-acid batteries).
Increased Repair Costs: If minor issues aren’t addressed early, they can lead to larger, more expensive repairs later, such as replacing the entire UPS system instead of just a battery or fan. Remember, emergency service is usually more expensive than scheduled, preventive maintenance.
Non-Compliance with Industry Standards and Loss of Warranty for Batteries: Skipping maintenance could lead to legal liabilities or audit failures. It also may void your warranty, leaving you financially responsible for issues. Keep in mind:
- In some industries (e.g., healthcare, finance), regular UPS maintenance is required to meet compliance regulations.
- Many manufacturers require proof of regular maintenance for warranty coverage.
Missed Opportunities for Optimization: Don’t miss out on performance improvements or critical recommendations. Potential updates or configuration changes may go unnoticed if you don’t keep up with regular maintenance.
How can I document UPS maintenance effectively?
The key to effective UPS and battery maintenance documentation is staying organized, planning replacements and proving compliance. Start with using a standardized maintenance log or checklist.
Download our “Annual Checklist to Maintain Uptime.” This checklist is the one list that you can use to save time organizing your UPS and battery maintenance plans.
Keep records centralized and accessible, and keep backup paper copies on-site in a labeled binder near the UPS (if required by policy). Don’t forget to attach or link full service reports, test data, and service invoices to each maintenance event to help with battery warranty claims and audits.
You should also:
- Track and Record Battery Health Metrics
- Voltage, internal resistance, temperature readings
- Load testing results
- Battery age and condition (new, aging, replacement recommended)
- Track Trends and Performance
- Identify declining battery performance
- Spot recurring faults or components failures
- Justifies capital expenses for upgrades or replacements
- Log Alarms and Events
- Note any unexpected alarms or shutdowns with:
- Date/time
- Error codes/messages
- Conditions (e.g., load level, temperature)
- Corrective actions taken
I have Battery Monitoring Systems (BMS) at my facilities. Do I still need UPS and battery maintenance services?
Yes, even with a BMS you still absolutely need UPS and battery maintenance services. While BMS provides valuable data, it doesn’t replace the need for hands-on inspections and maintenance. Regular physical inspections and maintenance by experienced technicians are still crucial for ensuring optimal UPS and battery performance. We recommend that you schedule an annual UPS and battery maintenance inspection even if you have a BMS.
Think of a BMS as a smart assistant. It can monitor and identify issues, but it cannot:
- Clean or tighten connections that may loosen over time (which causes resistance and heat)
- Visually inspect for swelling, corrosion, leaks, or physical damage
- Test UPS electronics, including fans, capacitors, or power inverters
- Perform firmware updates or inspect for outdated configurations
- Calibrate sensors or replace batteries—it only monitors, not maintains
Best practice is to pair BMS with preventive maintenance for maximum protection.
What do we do if there are unexpected UPS failures?
When a UPS failure or other power-related emergency strikes, the top priority is to fix the problem and get the facility back online as soon as possible. Acting quickly and systematically is key to minimizing downtime and damage.
Skilled and experienced technicians from Quality Uptime will come to your facility, diagnose and fix the problem, and help you and your team stay calm. Our experts are available to quickly diagnose and resolve issues, minimizing downtime and ensuring business continuity. Plus, they will make sure to take the appropriate steps to fix the problem so that it doesn’t happen again. Learn more about our emergency response.
Other steps to take:
Activate your Response Plan
- If your facility has an emergency power protocol, activate it immediately
- If available, switch to backup systems (like a secondary UPS, generator, or manual bypass)
Check for Immediate Hazards
- Inspect the UPS and battery area for:
- Leaking, swelling, or overheated batteries
- Smoke, smell of burning, or unusual noises
- Signs of tripped breakers or blown fuses
- Don’t touch damaged batteries or internal components without proper PPE.
Assess the Impact and Notify the Right People
- Identify which systems or areas were affected
- Document error messages, alarm codes, or audible alerts from the UPS
- Notify QUS for emergency response and (if you know) inform us whether the affected equipment is under contract or if this is a one-off emergency service
- Contact your IT, facilities, or maintenance teams right away
- If readily available, gather any applicable models, serial numbers, equipment designators, and site location and point(s) of contact
Document Everything
- Time and date of the failure
- Alarms or error codes
- Conditions leading up to the event (e.g., power outage, load spike)
- Steps taken during and after the event
Plan for Short-Term Fixes
- If batteries are the issue, you may be able to replace them quickly while keeping the UPS online (hot-swappable)
- Some systems have a manual bypass mode so critical loads can stay powered while maintenance is performed
Schedule a Full Diagnostic (in conjunction with QUS)
- A QUS technician will be able to help determine if it was a one-time fault or bigger issue. Have the technician:
- Run load and battery tests if needed
- Inspect connections, boards, capacitors, and fans
- Analyze event logs and environmental conditions
Investigate Root Cause
- Was it battery age? Environmental heat? A failed inverter? Overloaded UPS?
- Use your BMS data (if available) and service provider insights to pinpoint the issue and prevent recurrence
Update Your Maintenance Plan
- Add a post-mortem review to your next maintenance cycle
- Adjust replacement timelines or inspection frequency if needed
If failures occur more often, it’s a sign that your system might need an upgrade, load rebalancing, or further investigation and action.
With Quality Uptime, you can optimize your UPS maintenance program, reduce costs, and improve overall efficiency. We can help you reclaim your time and regain control, allowing you to focus on other critical aspects of data center management.
Stop wasting time, money and resources. Let Quality Uptime take your UPS maintenance to the next level.
Download our new Annual Checklist to Maintain Uptime – the one list to save you time organizing your UPS maintenance plans.
