How to use equipment requiring inspection inventory

The Equipment Inspection inventory provides an overview of all equipment or devices that must undergo regular inspections to ensure their safe and efficient operation and compliance with legal requirements. These inspections are typically mandated by law or industry standards to prevent malfunctions, ensure regulatory compliance, and maintain workplace safety.

• Monitors Regular Service Dates: Keeps track of scheduled maintenance.
• Facilitates Planning: Eases the scheduling of repairs, services, inspections, or calibrations.
• Location Overview: Provides a clear view of equipment locations within buildings and rooms.

In the default settings, you will find pre-set equipment types. If these are not enough or suitable, you can easily change and expand them, or you can create separate organizers for each type of device.

Basic types and categories of equipment for inspection: 

• Fire Equipment: Items such as fire extinguishers, fire alarms and detectors, suppression systems, fire hoses and hydrants, emergency exit lighting.
• Electrical Equipment: Tools and machines with electrical components should be regularly inspected for wear, damage, or potential hazards, including security systems.
• Gas Equipment: Appliances and systems using gas must be inspected to detect leaks and ensure safe operation.
• Pressure Vessels: Boilers and other pressure systems must be inspected to prevent leaks or explosions caused by material fatigue or corrosion.
• First Aid Equipment: Items such as first aid kits, AEDs, splints, etc.

1. Create an Equipment record

1. Open the Equipment Inspection Log.
2. Click on "+ Add Equipment."
3. Select the equipment category.
4. Fill in the equipment name.
5. Save.

2. Specify the Location 

• Each device is identified by its unique ID, but you should also track its physical location.
• We recommend specifying the building where each device is located. This makes it easy to find the device and provides an overview of devices in each building. 

How to enter the device location for tracking:

1. On the device's information page, fill in the details.
2. Click on the Location section.
3. In the "Located in building" field, click "+ Add". 
4. Begin typing the building name. If the building isn't already in Aptien, you can add it.

Company-Wide Device Inspection Overview

• Provides a central view of all company devices
• Displays individual due dates for each device
• Lets you save inspection or audit documentation for each specific device

Overview of devices assigned to locations

• Link devices to specific locations to gain better insights.
• Easily track device locations within buildings and rooms.

How to Plan Equipment Inspections

The Equipment Inspection Organizer helps you plan both one-time and recurring inspections. You'll receive timely notifications about upcoming inspections, so you never miss a deadline. Aptien not only reminds you about important dates but also allows you to confirm completed inspections and attach relevant documentation.

Key Features for Inspection Planning

• Automatic Deadline Monitoring: The system tracks and alerts you about upcoming inspection dates.
• Clear Overview: See inspection details for individual equipment or view the complete annual inspection plan.
• Inspection Confirmation: Confirm completed inspections and easily attach reports, notes, photos, or other documentation.

With this tool, your company can efficiently manage inspections, stay compliant with regulations, and maintain equipment in top condition.

Purpose of These Inspections:

Regular inspections aim to:

• Ensure Compliance: Adhering to regulations set by agencies like OSHA ensures legal compliance and reduces the risk of penalties.
• Identify Wear and Tear: Detecting early signs of deterioration allows for timely maintenance, preventing unexpected failures.
• Enhance Safety: Proactively addressing potential hazards minimizes the risk of workplace injuries.
• Optimize Performance: Well-maintained equipment operates more efficiently, leading to increased productivity.

By implementing a structured inspection program, companies can maintain operational efficiency, ensure safety, and comply with regulatory requirements.