What method do people use to record equipment inspections?

[MikePapertrail]

Is there a particular method you use?

[TGB]

Depends on:

 

The equipment

Whether inspection is cursory or if it is at a specified interval; or dictated by law or by manufacturer; or as a result of accident; or exceptional loading; or on grounds of safe daily usage

Frequency of inspection

 

I suggest an A4 sheet for each particular piece of equipment and sort in sections, i.e. ladders together, strops together, climbing harness, etc., etc. Keep in a dedicating folder of 'Equipment Inspection' by year, 2015, 2016... Saws get their own section, lifting & rigging get a section, personal climbing equip' get a section, 1st Aid kits get a section, PPE gets a section etc. Keep notes of new/secondhand equip' purchased, first use & retirement of equipment and reason for such.

 

If an inspected piece of equipment was faulty at inspection but could be reused after repair. The record must show that that item was clearly marked, so it was not used until properly repaired. Adding notes when repaired to indicate who/what company carried out the repair, (with a copy of a relevant invoice) and re-inspection data before reuse. If equipment has a finite lifespan with a known expiration date; it is important to demonstrate, that that piece of equipment was/is not being used after that date.

 

Inspection date and by whom is important. As is the signature of the person who carried out that particular inspection. If there's a printed name but the signature is of someone else, then questions may be asked, as to who actually did the inspection and who was qualified to carry out such. Good & accurate recording of inspections, is as important as the inspection/s themselves. You need to inspect but you also need the proof that you have done so.

 

Keeping in one place, with a backup on computer, means that if things do go honey-shaped. And if/when you are then asked to produce evidence of inspections, you're not hunting through scraps of paper or having to ask someone else when you can't remember.

Edited April 20, 2016 by TGB

[TGB]

It doesn't need to be laborious. If a check needs to be done on a daily or weekly basis, such as rope checks, checks on greasing and the like. A tick list sheet can be made up for that piece of equipment, for a week's worth of inspections or a four weekly period at a time. With headings such as Equipment, Date, Daily check, Weekly check, Grease points done, Filters cleaned/replaced, Fluids, Who as a printed name and a Signature.

Edited April 20, 2016 by TGB

[cornish wood burner]

Our inspector visits, records all equipment and sends us the results by email with relevant attachments. We can then record the attachments on our system. He obviously informs us of fails or advisories at the time. Vehicles are recorded in folders with MOTs and servicing history but most other servicing and inspections are on computer.