APP_14 — Calibration and Equipment Maintenance¶

Document Information

Field	Value
Document Reference	APP_14
Issue Number	5
Issue Date	9 September 2026
Next Review	13 May 2027
Controlled By	Jason May (Supervisor — operational) · Leanne Mason (Director — administrative)
Approved By	Aaron Mason, Managing Director

Reference page — the live record is Leanne Mason's calibration spreadsheet

Calibration and equipment maintenance are managed by Leanne Mason and the admin team on the Kit & Equipment Log, kept at the AMWS office. That log is the master record. It is referred to here by name because the office keeps its own file numbering, which this appendix does not change. This page is the controlled reference describing what is covered and how the process runs.

1. Purpose¶

ISO 9001 Clause 7.1.5 requires monitoring and measuring resources to be suitable, maintained and — where measurement traceability is a requirement — calibrated against a traceable standard. This page records where AMWS holds that evidence.

2. What is covered¶

Category	Examples	Interval
Measuring and test equipment	Gas monitors, pressure test gauges, chlorine test kits, CAT and Genny	Per manufacturer; gas monitors pre-use plus 6-monthly calibration
Lifting equipment	Grab cranes, chains, slings, lifting accessories	LOLER — 6-monthly for accessories, 12-monthly for lifting equipment
Plant and vehicles	Grab lorries, tippers, vans, compressors, breakers	O-Licence inspection regime; daily walkaround
Emergency equipment	Extinguishers, first aid kits, spill kits, emergency lighting	Held in APP_18, not duplicated here

3. Where the record lives¶

Record	Status	Held by
Kit & Equipment Log	Live master record. Every asset with its calibration or inspection interval, the last date and the next date due. Maintained continuously as equipment is bought, hired, calibrated or withdrawn	Leanne Mason and Joanne Graham, AMWS office
Calibration and inspection certificates	Filed against the asset	Leanne Mason, AMWS office
Thorough-examination certificates for hired lifting equipment	Supplied by the hire company and held for the duration of the hire, under SOP 8.6	With the item on site

This page is the controlled reference to those records. It is not a second copy of them: the live Excel is the master and is updated as things happen, so a static list published here would be out of date the week it was written.

4. How it works¶

Equipment is added to the Kit & Equipment Log on purchase or hire, with its calibration or inspection interval.
Leanne Mason tracks due dates and books the calibration or inspection.
Certificates are filed against the asset.
Out-of-calibration or overdue equipment is withdrawn from use, not run on.
Where a measurement is found to have been taken on out-of-calibration equipment, the validity of the previous results is assessed and recorded — this is the part of Clause 7.1.5 that is most often missed.

5. Responsibilities¶

Who	What
Leanne Mason	Maintains the master spreadsheet; books calibration and statutory inspection; files certificates
Jason May	Operational control — pre-use checks, withdraws faulty equipment, reports defects
Aaron Mason	Approves replacement and repair expenditure

6. Open items¶

Item	Owner	Target
Take a dated copy of the Kit & Equipment Log at each review point, so the position on a given date can be evidenced without opening the live file	Leanne Mason	31/10/2026
Confirm the gas monitor calibration dates are current ahead of the next confined-space job	Jason May	31/10/2026

Every entry links to the live controlled page. Where a document is superseded or reissued, this list is checked at the monthly Onyx site visit.

Audit trail¶

Issue	Date	Approved By	Summary
1	01/06/2024	Aaron Mason, Director	Initial issue.
2	01/06/2025	Aaron Mason, Director	Annual review.
3	13/05/2026	Aaron Mason, Director	Reference-pointer pattern; Controlled-By split between operational and administrative ownership.
4	08/09/2026	Aaron Mason, Director	Shortened to a reference page. The previous version restated the spreadsheet's structure at length; the spreadsheet is the master and does not need mirroring in a controlled appendix. Coverage, process and responsibilities retained; emergency equipment cross-referenced to APP_18 rather than duplicated. Action added to obtain a current snapshot of the master spreadsheet for record-keeping.
5	09/09/2026	Aaron Mason, Director	Cross-reference pass — no change to substance. A system-wide document-control pass on 09/09/2026 added a Related documents section to every controlled document that lacked one, so the thread from a policy commitment to the procedure that delivers it and the record that evidences it can be followed in either direction. Nothing in the substance of this document changed. Recorded on the audit trail because the document content changed, even though the requirements it sets did not.
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This document forms part of A M Water Services Limited's Integrated Management System. Paper copies are uncontrolled when printed.

How this document is approved

This document is maintained under AMWS's continuous-compliance model. Substantive revisions are reviewed and signed off by the Directors at the standing weekly Director / HSQE compliance call (Sean Ashton, Onyx + Leanne Mason). Currency, cross-references and minor edits are checked at the monthly Onyx site visit. The annual Management Review (September) provides the strategic-level confirmation.