At first glance, equipment inspection records might not seem like a top priority of workplace safety. Some companies keep these records mainly because of federal or regional regulations, but that sells equipment inspection records short – they can actually bring more benefits than simply maintaining technical compliance. When done properly, equipment inspection records can help reduce workplace incidents, boost overall employee satisfaction, extend the equipment’s usefulness, and much more.

Explore this Article:

  1. Equipment Inspection Records: How They Work
  2. Why Equipment Inspection Records are So Important
  3. How Long Should Equipment Inspection Records Be Kept According to OSHA?
  4. Why More Companies Are Digitizing the Process with Equipment Inspection Software
  5. Equipment Inspection Records Are a Key Part of Workplace Safety

Equipment Inspection Records: How They Work

These records start with the inspections themselves. The equipment in question could be heavy machinery—like cranes or backhoes—or PPE such as safety harnesses or gas masks. The objective of these inspections is to detect any issues that require repairs. Whether or not a problem is identified, an equipment inspection form will be filled out detailing the results. If necessary, repairs will be made – and then another inspection performed, and hopefully passed.

These records have traditionally been in pen-and-paper format, but like many other things, they’re gradually making the transition to the digital world with equipment management software. Depending on which program you get, this software can do more than just store equipment inspection records; it could also track the equipment’s physical location, send scheduled maintenance reminders, and more.

Why Equipment Inspection Records are So Important

Probably the first thing anyone should know about equipment inspection records is this: they’re much more than a technicality. This perspective lets you look beyond legal requirements to see crucial work safety issues, which can be (at least partly) addressed through the maintenance of these records. Here’s an overview of the main benefits of keeping equipment inspection records:

  • They make working conditions safer. Companies from every industry should ensure that their equipment is regularly maintained, but this is especially true when employees work with or around heavy machinery. But how do inspection records fit into the picture? Well, a company that keeps inspection records is more likely to regularly inspect their equipment in the first place. This means that when workers are in the vicinity of moving parts or electrical wiring, the chances are better that they aren’t risking their safety.
  • They forestall expensive repairs. In most cases, accurate record-keeping is part of an organized system – a system that schedules proactive maintenance, rather than waiting until an issue pops up that demands instant attention. Plus, equipment inspection records usually indicate a time for the next scheduled inspection, whether that be measured in months, miles, or some other unit. If these deadlines are accurately observed, they can save quite a lot of money on repairs.
  • They can prepare companies to replace their equipment. The breakdown of an expensive piece of machinery can cause financial strain, but this can be lessened if inspection records indicated that the equipment was coming to the end of its lifespan. Maybe it needed more and more maintenance to keep going, or a specific issue kept popping up. Whatever the case, equipment inspection records may give the company a heads up that they’d have to purchase a replacement sooner rather than later.
  • They can increase the equipment’s resale value. Anyone who’s ever bought a used car knows how this works. Purchasing a piece of used equipment can have some advantages, but there’s also a risk that you’re buying something that’s already been run into the ground. However, equipment inspection records would provide comprehensive documentation of repairs, replaced parts, and details of potential weak points in the equipment. This gives potential buyers a better idea of what to expect, making it more likely for the seller to get a fair price for their well-maintained piece of equipment.
A man inspects batteries of equipment on a job site.

How Long Should Equipment Inspection Records Be Kept According to OSHA?

There are several categories of documentation that OSHA requires companies to keep on file, but equipment inspection records aren’t one of them. Even so, this doesn’t mean that they can be tossed whenever someone feels like cleaning out old files. These records could be important at a later date, such as:

  • When proving that equipment was properly maintained in a worker’s comp case
  • When demonstrating that best practices were observed in any other legal proceeding

It’s up to each company to determine how long to keep their equipment inspection records, but as a general rule of thumb, it should be at least as long as the equipment is in use – if not longer!

Why More Companies Are Digitizing the Process with Equipment Inspection Software

The process may start with the inspection, but it ends with the documentation and storage of the records. The question is, how will these records be stored? In the past, paper records were the way to go. Unfortunately, this also meant inspection forms that got lost in glove compartments or deadlines that were missed due to a simple oversight.

Equipment inspection software, on the other hand, streamlines the process considerably.  With software, you can easily create checklists, track inspection progress, and keep track of important information such as the location and status of equipment. This means that you don’t have to rely on manual processes, which can be time-consuming and prone to errors. By using software, you can ensure that all of your inspections are consistent and accurate, which is crucial for ensuring that your equipment is in good condition and safe to use.

Another benefit of using software for equipment inspections is that it makes it easier to share information and collaborate with others. You can easily share inspection reports and other important data with other team members, which can help to ensure that everyone is on the same page and working towards the same goals. This can be especially useful for large organizations that have many people involved in the inspection process. By using software, you can ensure that everyone is up-to-date on the latest information and working together effectively.

Finally, asset/equipment management software can also help you to keep track of your equipment over time. By logging information about each inspection and any maintenance or repairs that are performed, you can create a detailed history of each piece of equipment. This can be incredibly valuable for ensuring that your equipment is functioning correctly and performing optimally, as well as for tracking trends over time and identifying areas that need improvement. Overall, software is an incredibly useful tool for equipment inspections, and can help to ensure that your equipment is in top condition and performing at its best.

Equipment Inspection Records Are a Key Part of Workplace Safety

Workplace inspections of various kinds are important for any industry, but what’s the good of performing an inspection if you can’t learn from the data it produces? This is why equipment inspection records can play such a valuable role in workplace safety. They tell the story of each piece of equipment, as well as the company’s commitment to high safety standards. With regularly scheduled repairs, accurate records, and a desire to maintain equipment with worker safety in mind, companies in any industry can benefit from keeping thorough equipment inspection records.

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