Many companies in industrial sectors are required to perform mandatory inspections of their machinery, equipment, and other assets. The numerous requirements make it challenging to get a clear overview of what applies to each piece of machinery. At the same time, it can be difficult to keep track of how often inspections are needed for each item and how completed inspections should be documented.
Examples of elements in mandatory inspections of machinery:
- Check wires for damage and wear
- Verify that all parts are in safe working conditions
- Inspect equipment for cleanliness, grease buildup, and clear ventilation
- Ensure that emergency stop buttons function properly and are fully operational
Why is it important to comply with mandatory inspections of machinery?
It is important to stay informed about which mandatory inspections apply to you. These inspections often include requirements aimed at reducing the risk of workplace accidents.
However, it is important to remember that simply confirming an inspection has been performed is not enough. According to the Danish Working Environment Authority’ executive order 428 on the use of technical equipment, it is mandatory to maintain machinery and ensure it is always kept in a fully safe condition.
With INEXTIA, you can easily register, plan, and track all maintenance tasks and inspections, ensuring nothing is overlooked and all machinery is continuously maintained.
How do you comply with mandatory inspection requirements?
The requirements for mandatory inspections can vary depending on the industry you work in and the types of machinery being inspected. It is the responsibility of the machine supplier to ensure that the equipment is designed to meet all requirements when delivered to the user.
However, as the user, it is your responsibility to ensure that the machine complies with all requirements during its use. This is why it is crucial to always consult your supplier to ensure that the machine is being used correctly.
It is your responsibility as the user to monitor:
- Parts that may wear out over time
- Reduced functionality
- Components that need replacement
- Regular maintenance is performed
With the INEXTIA App ,you can easily keep track of all these requirements. By scanning QR codes, you gain access to data, history, and the ability to create defect reports directly at the machine.
See how simple it is to create and perform your maintenance tasks with the INEXTIA App:
Planning inspections intervals
To ensure compliance with inspection requirements, it is crucial to establish clear inspection intervals for each machine. When setting these intervals, several principles should be followed to ensure proper maintenance and safety.
First and foremost, if there are specific regulations for inspecting the machine, these must always be followed. Next, you should follow the supplier’s instructions, as they are based on thorough knowledge of the machine’s durability and safety.
Additionally, you can determine the inspection interval based on your own experience with the machine’s usage and wear. If none of the above principles apply to your machine, it is mandatory to conduct inspections at least once every 12 months.
Once you have established the intervals for machines requiring regular inspections, the responsibility can be distributed among employees. However, it is important to note that the Danish Working Environment Authority requires mandatory inspections to be conducted by a qualified person with the necessary expertise and training to perform the inspection properly.
To create a clear overview and ensure inspections are performed regularly, digital job lists are an effective tool. With INEXTIA, you can schedule tasks using calendar-based frequencies, ensuring inspections are carried out on time and at fixed intervals.
With Job Lists in INEXTIA, you can:
- Create and schedule inspections by setting up a sequence for each machine
- Assign tasks to the responsible employees
- Receive automatic reminders for upcoming inspections
- Monitor the status of tasks
- Access inspection history for each machine
See how you can schedule your tasks in INEXTIA using calendar-based sequences:
How do you ensure correct documentation of machine inspections?
When inspections are performed, it is crucial to secure proper documentation. This documentation may be requested in cases of defects, accidents, or routine audits.
Machinery and equipment covered by the statutory inspection requirement must have a main inspection at least once a year. This type of inspection, as well as special inspections, must be documented, and proper documentation is essential to demonstrate history and safety compliance.
Learn how to manage documentation for operations and maintenance here.
What should be documented?
To meet documentation requirements, it is important to gather the necessary data and information during each inspection. Typical documentation requirements include:
- Dates and times of inspections: Document when each inspection was performed.
- Inspection results: Record all findings during the inspection, including identified defects and potential safety risks.
- Repairs and follow-up: Document any repairs or adjustments made as a result of the inspection.
This documentation serves as the company’s evidence that all safety and maintenance requirements have been met and that the machine was in proper working condition at the time of the inspection.
Checklist for mandatory inspections
It can be challenging to keep track of all the control points you need to document. However, with a checklist, you can ensure that the person conducting the inspection reviews all the requirements and documents the process thoroughly. These checklists can be in paper form or digital.
According to BFA Industry’s guidelines, a checklist should include:
- List company information and department at the top.
- Note the type and manufacturer of the equipment, including the model number.
- Enter the date of inspection and the name of the responsible person.
- Add mandatory inspection points.
- Include relevant points from the supplier’s user manual.
- Mark each point as either in order or not in order.
- Add notes on any identified faults.
- Document any repairs and the date of completion.
An example of how you can set up your checklist:
You can benefit from creating your checklists digitally in INEXTIA, making it easier to update, save, and share information with relevant employees.
With Checklists in INEXTIA, you can design and create various checklists tailored to the inspections you need to perform, such as mandatory inspections, safety checks, or monthly reviews.
Additionally, checklists can be saved as forms linked to specific inspection tasks or maintenance procedures, ensuring that all relevant information is gathered in one place and easily accessible.
Register mandatory inspections digitally
More and more businesses are choosing to digitize the inspection process, ensuring all documentation is stored digitally and directly linked to the equipment being inspected.
By registering mandatory inspections digitally, you get a clear overview of completed inspections, making it easy to access documentation during audits or control visits.
When planning to digitize maintenance and inspections, it is a good idea to develop a requirements specification outlining the features your maintenance system should include.
Learn how to create a requirements specification for a maintenance system.
How to perform mandatory inspections efficiently
It can be challenging to maintain an overview of inspections, so we have compiled the key steps to help you perform mandatory inspections efficiently:
- Scheduling service intervals: Establish clear intervals for each service based on machine type and manufacturer recommendations.
- Use checklists: Ensure that all important points are covered and documented so that no critical details are overlooked.
- Inspection documentation: Record dates, results, and any repairs so you always have proof of compliance.
- Digitize the inspection process: Digital tools provide a comprehensive overview and ensure easy access to documentation.
With a digital solution like INEXTIA, you can get a complete overview, receive automated reminders, and assign tasks directly to responsible employees
By digitizing your inspection processes, you can ensure no inspection is forgotten, and documentation is always up-to-date and easily accessible.
Contact us today to learn more about how INEXTIA can streamline your inspections.
