Simple Explanation of Equipment Compliance
- Equipment compliance means we know what equipment the company owns → we have the necessary paperwork for it → we perform regular inspections
Equipment compliance means that machines, tools, or equipment in the company:
- meet federal and state regulations and industry standards,
- are safe to operate,
- have been approved and regularly inspected (e.g., safety checks, testing, routine maintenance),
- are properly labeled and documented (e.g., certification labels, user manuals, inspection records).
What Does "Equipment Compliance" Mean for Small and Medium Businesses?
It means the business stays on top of all equipment — not just making sure it works properly, but also meeting safety rules, legal requirements, and inspection schedules. Simply put:
1. Keep Track of All Equipment
- Keep detailed records (e.g., in Excel or software like Aptien)
- Assign each piece of equipment a unique ID, location, and a person responsible
2. Perform Inspections and Testing
- Electrical inspections — regularly, following industry standards (e.g., yearly)
- Preventive maintenance — especially for medical or specialized equipment
- Calibration — for measuring devices, analyzers, and similar tools
- Keep all inspection and maintenance records for each item
3. Ensure Safe Use
- Do not use equipment that is unapproved or faulty
- Clearly label equipment (e.g., “Failed inspection – do not use”)
What Risks Arise if a Company Neglects Device Dompliance?
- Employee injuries
- Insurance claims denied
- Fines from workplace safety inspections
- Fire hazards or power outages
- Legal liability because the company can’t prove the device is safe
How Aptien Helps Manage Equipment Compliance
- Equipment Records – a complete list of all devices, who is using them, their locations, and current condition.
- Inspection and Test Scheduling – automated reminders for upcoming inspections and functional tests.
- Document Storage – centralized place for inspection reports, user manuals, and compliance certificates.
- Status and Readiness – clear view of which equipment is operational, out of service, or undergoing maintenance.
- Employee Assignments – tracking who is responsible for each item, like laptops or tools.
- Reports and Alerts – identifies equipment missing valid inspections or needing attention.
- Audit Trail – records of changes made, user responsibilities, and access permissions.