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Maintenance log: what is it and how to create it

The equipment maintenance log, lists the operations performed on an asset. Find out what is it and what information should be filled with.

All companies, regardless of their field of expertise, seek to ensure constant and efficient maintenance of all their various resources.

An excellent way to improve maintenance activities without losing sight of the real needs of equipment is certainly through a maintenance log of equipment.

It is straightforward to generate them directly through a Facility Management software, with which you can create specific sheets for each asset and manage all documentation.

But do you know what a maintenance log is? Do you know what it consists of? Find out together in this article!

What is a Maintenance Log of Equipment?

A maintenance log of equipment is a document that collects all maintenance interventions that have been performed on an asset during its useful life.

Keeping maintenance activities documented helps the entire organization stay updated on the status of assets.

Managing and organizing preventive maintenance interventions through a maintenance log allows companies to ensure that all machinery is inspected at regular intervals and functions properly, avoiding the risk of sudden breakdowns.

Types of Maintenance Logs

Depending on a company’s operational needs, a facility manager can choose different types of maintenance logs:

  1. Maintenance Program Logs: Provide an overview of all projects on which a company is working at any given time. They track all ongoing work, constantly defining the expected time for completion;
  2. Project Logs: Like maintenance program logs, they document ongoing projects within an organization, but they may also include projects from other departments and projects that have already been completed;
  3. Machinery Maintenance Logs: Collect all relevant information for maintenance activities and are used to schedule machinery maintenance. They are extremely useful because they guide technicians in carrying out maintenance interventions on machines at specific intervals.

Example of a Maintenance Log: What It Contains

A maintenance log contains different information related to the asset it refers to, but typically, it is configured as a document that can be divided into two different sections:

  1. In the first section, general information used to identify the asset is identified, such as:
    • Serial number;
    • Model;
    • Manufacturer;
    • Location;
    • Responsible maintenance technician;
    • Purchase date;
    • Purchase price;
    • etc.;
  2. In the second section, you can find a list of maintenance actions performed on the asset, such as:
    • Date of maintenance;
    • Description of the intervention carried out;
    • Technician who performed the intervention.
asset Maintenance Logs

Template for an equipment maintenance log – usBIM.maint

Advantages of Equipment Maintenance Logs

Equipment maintenance logs allow constant monitoring of equipment conditions, enabling companies to obtain several benefits:

  • Cost savings on repairs: Scheduling and documenting maintenance activities ensures that assets remain operational, reducing costs for sudden repair or replacement;
  • Increase in equipment value: Maintenance logs ensure the proper execution of maintenance programs, increasing the quality of the asset. Equipment with well-documented maintenance increases in value compared to other used equipment without maintenance logs;
  • Enhanced safety: Constant inspection of equipment and tracking of performed interventions allows for more frequent problem detection, preventing major damages and increasing workplace and operator safety;
  • Clearer assignment of responsibilities: Equipment will be entrusted to maintenance technicians who will be responsible for their proper functioning;
  • Development of specific maintenance programs: Each piece of equipment has a maintenance log and therefore will have a maintenance program developed ad hoc based on the resource’s criticality analysis and the history of interventions performed and to be performed.

The Importance of Maintenance Logs in Facility Management

The role of maintenance logs in facility management is essential to ensure effective planning, execution, and monitoring of all maintenance activities related to assets. The maintenance log serves as a central repository of all information related to maintenance interventions performed on each individual asset within the organization.

Through the maintenance log, it is possible to:

  • Have detailed documentation of all past maintenance interventions, including details of activities performed, intervention dates, and technicians involved. This maintenance activity history allows managers to have a complete overview of each asset’s status over time, identifying any trends of deterioration or recurring issues requiring attention;
  • Improve future activity planning by defining preventive maintenance checklists based on each asset’s specific needs. Through historical data analysis and identification of recommended maintenance requirements for each asset type, customized and optimized preventive maintenance programs can be developed to maximize asset durability and efficiency;
  • Facilitate work order and resource management by allowing effective distribution of maintenance tasks to technicians and accurate tracking of assigned and completed tasks. This promotes greater transparency and coordination among maintenance team members, improving overall maintenance operation efficiency.

The maintenance log represents an essential tool for efficient and reliable management of various maintenance activities, especially in preventive and predictive maintenance plans. Let’s delve deeper into this aspect in the following paragraphs.

Preventive Maintenance Log

Preventive maintenance is a key strategy to ensure the longevity and efficiency of assets, and the maintenance log plays a crucial role in its effective implementation. By accurately recording all maintenance activities performed on each asset, the log provides a comprehensive overview of each asset’s maintenance status. This allows maintenance managers to proactively plan preventive interventions based on past intervention history and deterioration trend analysis.

Furthermore, the maintenance log facilitates monitoring of recommended maintenance intervals for each asset type, enabling optimization of preventive maintenance scheduling.

Predictive Maintenance and Maintenance Log

Predictive maintenance relies on data analysis and the use of advanced technologies, such as the Internet of Things (IoT) and big data analysis, to monitor asset health in real time and predict when failures may occur or maintenance may be needed.

The maintenance data contained in the log, such as intervention dates, types of maintenance performed, and corrective actions applied, constitute a valuable set of data for predictive analysis.

Using the maintenance log as a data source, it is possible to identify patterns and trends in asset performance over time. For example, by analyzing historical data recorded in the maintenance log, early signs of potential failures or imminent malfunctions, such as anomalous variations in performance or frequent requests for corrective maintenance for the same type of asset, can be identified.

Moreover, the maintenance log provides a reliable database for the development and calibration of predictive models. By integrating historical data from the maintenance log with real-time data from IoT sensors and other monitoring devices, machine learning models can be trained to detect anomalies or predictive patterns that may indicate imminent issues.

Why Use a CMMS to Record Maintenance Work

Manually compiling maintenance logs can be very tedious, and it would create difficult-to-organize and manage sheets. Although this operation is crucial to help organizations optimize their performance.

Coming to the rescue is certainly a CMMS, a Computerized Maintenance Management System, which eliminates manual compilation processes. It works with interconnected data and automatically updates logs as soon as a work order is closed.

By digitizing maintenance logs, you can:

  • Access maintenance-related data in real-time from anywhere and constantly monitor activities to promptly intervene in case of issues or emergencies;
  • Always have precise and up-to-date information to plan interventions more efficiently and rationally. The ability to analyze historical data and identify trends can help predict and prevent failures, minimizing unplanned machine downtime and improving plant availability;
  • Reduce costs associated with manual management of paper logs. By eliminating the need to print and store paper documents, digital systems reduce costs for paper, printing, and storage, contributing to overall cost savings for the company.

My advice is to start using a Facility Management software right away, which allows you, in a few simple steps, to create maintenance sheets and logs that can be accessed through a simple QR code and quickly shared with your team.