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6 advantages of keeping an equipment maintenance record

Insider, Equipment

Posted by Monica Gameng

For any equipment hire company, your fleet is the lifeblood of your business. Keeping equipment at optimum working condition minimises the risk of having unscheduled downtime. If maintenance is needed, it's important to keep a comprehensive record - whether scheduled or unscheduled - to help you understand the importance of your equipment’s upkeep works.

Here we list the benefits of keeping a maintenance record. 

  1. Prevent expensive repair works from happening

With constant use, your equipment is prone to wear and tear. Performing routine inspections allow you to see and repair small damages before they become a big problem. Documenting these inspections and small repairs help you keep track of all the maintenance work that your equipment has undertaken, ensuring that each machine is in tip-top shape before putting them to work.

  1. Helps you create specialised maintenance programs

Each equipment go under different working conditions and they have different limitations as well. With the help of routine check-ups, you will be able to determine and record the differences of each individual equipment with regards to maintenance works. In turn, this information will help you in creating maintenance programs specifically catering to each individual equipment on your fleet.

  1. Prevent problems regarding warranty claims

Documenting every repair or maintenance work done on your equipment will help you process warranty claims much easier. Keep a record of the type of maintenance work done to your equipment as well as the exact time and date repairs were done as this information will help determine your rights for the warranty claims.


  1. It increases the safety of operators

If a piece of plant or equipment is well maintained, the risk of accidents occurring due to malfunctioning machinery is reduced. When incidents involving faulty machinery occur, there’s a big chance that the operator is the first one to be affected. Having an equipment’s maintenance history documented will help you keep track of your machinery’s health. This enables you to schedule an inspection when needed, at the same time it ensures that your equipment are safe to work with.

  1. Helps you track who is accountable for a piece of equipment

One machine might have multiple operators. Performing a routine inspection and documenting the findings after every project will help you track down who is accountable for any damage inflicted on your machinery. Keeping these types of records will also encourage operators to take better care of the equipment. 

  1. It increases the resale value of the equipment

Keeping a detailed record of all the maintenance and repairs that a piece of equipment went through will help increase its resale value. Buyers thoroughly assess a piece of equipment before purchasing it, most especially if the machines have already been used. Presenting potential buyers a documentation of your equipment’s maintenance history lets them know that the equipment they are planning to buy have been well taken care of.


Teamwork is one of the key drivers of maintaining a healthy fleet. Make sure to cover this topic on your next toolbox talk agenda to ensure that each member of your team is informed about the advantages of recording your equipment's maintenance history. You can use the downloadable template below to where you can list relevant topics you want to discuss with your construction team.

toolbox talk agenda download

Author's note: Information on this post was sourced from Nektar Data Systems

Monica Gameng

Monica Gameng

PlantMiner's Marketing Assistant who is a chocoholic, beach lover, frustrated photographer, animal lover and techie marketeer.