Equipment Inspection Records in 2023 | All You Need to Know

At first, some people fail to see the importance of equipment inspections, but that’s just because some companies only keep them for regulatory reasons. The truth is, if done right, these records can bring a lot of benefits to the table. They can help keep accidents from happening, keep employees happy, and even make sure the equipment lasts longer.

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10 Steps for Gathering, Storing, and Using your Equipment Inspection Records

Maintaining, analyzing, and utilizing equipment inspection forms in the workplace can be a simple process, it’s all about having a system in place. We’ve collated 6 industry standard tips for requirements. These tips if all fulfilled will help you develop a thorough system for your workplace equipment inspection.

Step 1: Documenting Inspections

First and foremost, you want to make sure that all inspections are properly documented. This means that an inspection form should be filled out every time an inspection takes place, whether a problem was detected or not. This form should include details such as the equipment being inspected, the date of the inspection, the inspector’s name, and any issues that were found.

Step 2: Storing Records

Once the inspection form is filled out, you want to make sure that the records are stored in a safe and easily accessible place. If you’re using a pen-and-paper form, you can store them in a binder or file cabinet. If you’re using digital equipment management software, the records will be stored in the cloud, making it easy for anyone to access them.

Step 3: Analyzing Results

Now that you have all the records stored, it’s time to analyze the results. Look for patterns of recurring issues or problems with specific pieces of equipment. This information can help you prioritize repairs and maintenance, and make decisions on whether it’s time to replace a piece of equipment.

Step 4: Utilizing Results

You want to make sure that you’re utilizing the results of the inspections. Use the information to make necessary repairs, schedule maintenance, and make decisions about replacing equipment. This will help you keep your workplace safe, efficient, and cost-effective.

Step 5: Regular Review

It’s important to regularly review the equipment inspection forms and records. Set aside time each quarter, or even monthly, to go through the records and see if there are any patterns or issues that need to be addressed. This way, you can stay on top of things and make any necessary changes in a timely manner.

Step 6: Keeping it Simple

Keep the process of maintaining, analyzing, and utilizing equipment inspection forms as simple as possible. Don’t overcomplicate things by adding too many steps or making the forms too complicated. Stick to the basics and make sure that everyone involved understands the process and their role in it.

Step 7: Involve Employees

Involve employees in the process of maintaining, analyzing, and utilizing equipment inspection forms. Encourage them to take an active role in documenting inspections, storing records, and reporting any issues that they come across. This will help ensure that everyone is on the same page and working towards the same goal of a safe and efficient workplace.

Step 8: Keeping Records Up-to-Date

It’s crucial to keep equipment inspection records up-to-date. This means that all repairs and maintenance should be documented as soon as they happen. This way, you’ll always have a complete and accurate picture of the equipment’s history, making it easier for you to make informed decisions about its maintenance and repair.

Step 9: Implementing a Schedule

Implementing a regular schedule for equipment inspections is key to maintaining and utilizing equipment inspection forms effectively. This schedule should include regular, routine inspections, as well as unscheduled inspections in case of any issues that arise. By having a clear schedule, you’ll ensure that all inspections are performed on a regular basis and no equipment is overlooked.

Step 10: Encouraging Communication

Finally, it’s good to encourage open communication between all parties involved in maintaining, analyzing, and utilizing equipment inspection forms. Encourage employees to report any issues or concerns they come across, and make sure that everyone is informed about any changes or updates to the process. This will help ensure that everyone is on the same page and working towards a safe and efficient workplace.

By following these steps, you’ll have a well-established and effective system for maintaining, analyzing, and utilizing equipment inspection forms in your workplace. This will help you keep your equipment in top shape, ensure workplace safety, and save money in the long run.

Warning Signs to Look Out for In Your Workplace Equipment Inspection Records

Now that you’ve gathered the data it’s crucial to analyze it correctly and recognize the warning signs. Because obviously, ignoring warning signs can also negatively impact the longevity of your equipment. If a piece of equipment is not functioning as it should or is not being properly maintained, it will likely break down more often and may even need to be replaced sooner than it should. So take note and action whenever you notice the following:

Frequent Issues: This could indicate that the issue is not being properly addressed or that the equipment is poorly maintained. For example, if a crane is frequently having problems with its brakes, it’s a warning sign that there may be a larger issue that needs to be addressed.
Unusual Wear and Tear: If a piece of equipment is showing unusual wear and tear, it could indicate that the equipment is being used improperly or that it’s not being maintained properly. For example, if a forklift has excessive wear on one side of its tire, it could indicate that it’s not being driven evenly and needs to be checked.
Unexpected Breakdowns: Unexpected breakdowns are a warning sign that there may be an underlying issue with the equipment. This could be due to poor maintenance, a defect, or something else. For example, if a backhoe suddenly breaks down in the middle of a job, it’s a warning sign that there may be a problem with the equipment that needs to be addressed.
Unscheduled Repairs: If a piece of equipment is requiring unscheduled repairs, it’s a warning sign that something is wrong. This could indicate that the equipment is not being properly maintained or that it’s not functioning as it should. For example, if a safety harness needs to be repaired unexpectedly, it’s a warning sign that it may not be functioning correctly and may pose a safety hazard.
Incomplete Documentation: If equipment inspection forms are not being filled out completely, it’s a warning sign that there may be issues with the equipment that are not being properly documented. This could lead to safety hazards or prevent you from making informed decisions about the maintenance and repair of the equipment. For example, if an equipment inspection form is missing important information like the date or the inspector’s name, it could indicate that the form was not properly filled out and may need to be redone.
Abnormal Maintenance: If a piece of equipment is requiring abnormal amounts of maintenance, it should merit closer inspection. For example, if a backhoe is requiring maintenance more often than it normally does, it could indicate that there’s a deeper issue with the equipment that could be causing other problems.

By keeping an eye out for these warning signs, you can stay on top of any potential issues and ensure a safe and efficient workplace.

Does OSHA Require Employers to Maintain Equipment Inspection Records?

Yes, OSHA requires employers to maintain records of equipment inspections. The requirement is specified in the OSHA standard for Recordkeeping, 29 CFR 1904. According to this standard, employers must retain records of equipment inspections, as well as other relevant documentation, for at least one year. This documentation must be made available to OSHA upon request and is used to demonstrate the employer’s commitment to maintaining a safe and healthy workplace. Employers who fail to maintain these records may be subject to penalties and fines imposed by OSHA.

You can also find more information on OSHA’s recordkeeping requirements, including a complete list of the types of records that must be kept and the minimum retention periods for each type of record, in the OSHA Recordkeeping Handbook:

How Equipment Records Have Saved More than Money

Having proper workplace equipment records is a win-win situation for everyone involved. Firstly, when it comes to safety, having a record of all equipment inspections and any necessary repairs ensures that everything is in top shape and up to code. This helps prevent accidents and injuries in the workplace.

Next, having records of equipment maintenance also saves you money in the long run. By keeping track of repairs and maintenance, you can spot any potential issues early on and address them before they turn into bigger and more expensive problems.

Finally, having proper records also helps extend the longevity of the equipment. By knowing when things were last inspected or repaired, you can keep track of when it’s time for another check-up or maintenance. This way, you can keep everything running smoothly and avoid unexpected breakdowns. So, as you can see, workplace equipment records are a vital component of a well-run workplace.