APP_14 — Calibration and Equipment Maintenance Log¶

Document Information

Field	Value
Document Reference	APP_14
Issue Number	3
Issue Date	1 June 2026
Next Review	1 June 2027
Controlled By	Sean Ashton (HSQE Consultant)
Approved By	Aaron Mason, Director

Master source — this page is canonical

The IMS portal is the master source for APP_14. The Excel below is a downloadable snapshot — LOLER, PAT, PUWER and calibration inspections register — equipment ID, last test, next due.

Download as Excel

Tip: use the floating button bottom-right to toggle wide-mode (Alt+W).

1. Purpose¶

This document provides reference to the Calibration and Equipment Maintenance Log system that tracks the maintenance, inspection, and calibration status of all plant, equipment, and tools operated by A M Water Services Limited.

2. Scope¶

This reference covers the tracking system for:

Plant and heavy equipment maintenance
Small tools and equipment servicing
Calibrated equipment certification
Safety-critical equipment inspections
Vehicle maintenance and MOT schedules
PPE inspection and replacement

3. Master Tracking Document¶

3.1 Document Details¶

Document Name: Calibration and Equipment Maintenance Log
Format: Microsoft Excel / Database (Live Document)
Controller: Operations Manager / Supervisor
Secondary Support: Leanne Mason (Administrative)
Location: Company Office Systems
Access: Available to operational management and supervisors

3.2 Document Status¶

The master log is the definitive record for all equipment maintenance status
This is a controlled document updated following each maintenance activity
Field copies may be generated for site use but are uncontrolled
For current status, consult with Leanne Mason

4. Equipment Categories Tracked¶

4.1 Plant and Heavy Equipment¶

Excavators and diggers
Dumpers
Lorry loaders
Suction excavators
Compaction equipment
Grab lorries (6 vehicles under operators license)

4.2 Testing and Detection Equipment¶

CAT & Genny cable avoidance tools
Gas detection monitors
Water quality testing equipment
Pressure testing equipment
Chlorination equipment

4.3 Small Tools and Equipment¶

Power tools (grinders, saws, drills)
Hydraulic tools
Lifting equipment (chains, slings, shackles)
Hand tools
Generators and pumps

4.4 Safety Equipment¶

Harnesses and fall arrest equipment
Confined space equipment
Emergency escape sets
First aid equipment
Fire extinguishers
Spillage kits

4.5 Vehicles¶

Commercial vehicles
Company vans
Grab lorries
Trailers

5. Information Captured¶

5.1 Equipment Details¶

Asset number/identification
Equipment type and model
Serial number
Purchase/acquisition date
Location/assigned operative

5.2 Maintenance Information¶

Last service date
Next service due date
Service interval (hours/days/months)
Service provider details
Maintenance history

5.3 Calibration Data¶

Calibration certificate number
Calibration date
Calibration due date
Calibration provider
Pass/fail status

5.4 Inspection Records¶

Statutory inspection dates (LOLER, PUWER)
Daily/weekly check records
Defect reports
Repair history
Quarantine status

6. Status Indicators¶

The tracking system uses visual indicators:

Red highlighting = Overdue for service/calibration
Yellow highlighting = Due within 1 month
Green/No highlighting = Current and compliant
"DEFECT" = Equipment quarantined pending repair
"RETIRED" = Equipment decommissioned

7. Management Process¶

7.1 Update Cycle¶

Daily: Pre-use inspection records logged
Weekly: Review of upcoming maintenance by Directors (Aaron + Leanne Mason)
Monthly: Service schedule planning
Quarterly: Compliance review at management meetings
Annually: Equipment replacement planning

7.2 Responsibilities¶

Director

Maintains the master equipment log
Schedules maintenance and calibrations
Reviews defect reports
Manages equipment quarantine process
Ensures statutory compliance

Supervisors

Conduct weekly equipment inspections
Report defects immediately
Verify equipment status before allocation
Maintain site equipment registers

Operatives

Complete daily pre-use checks
Report defects through proper channels
Follow quarantine procedures
Maintain equipment in good order

Leanne Mason (Director)

Maintains service provider contacts
Processes maintenance invoices
Files calibration certificates
Updates administrative records

8. Compliance Requirements¶

8.1 Statutory Requirements¶

The log ensures compliance with:

LOLER (Lifting Operations and Lifting Equipment Regulations)
PUWER (Provision and Use of Work Equipment Regulations)
COSHH (Control of Substances Hazardous to Health)
Road Traffic Act (vehicle requirements)
Pressure Systems Safety Regulations

8.2 Industry Standards¶

WIRS equipment standards
HSE guidance notes
Manufacturer's recommendations
Client-specific requirements

9. Interface with Other Documents¶

This tracking system operates in conjunction with:

Equipment inspection checklists - Daily/weekly check forms
Defect reporting forms - Equipment fault reports
Risk assessments - Equipment-specific safety requirements
Method statements - Equipment selection criteria
SOP 5.3 - Evaluation and Approval of Suppliers & Subcontractors - Management procedures

10. Access and Queries¶

10.1 Routine Queries¶

For questions about equipment status or maintenance schedules:

Primary Contact: Jason May - Supervisor
Secondary Contact: Leanne Mason (for administrative queries)
Phone: 07500 562128
Availability: Monday-Friday, 7:00 AM - 5:00 PM

10.2 Emergency Equipment Issues¶

For urgent equipment defects or breakdowns:

Contact: Aaron Mason (Director)

10.3 Audit Access¶

The maintenance log is available for review during:

Client audits
WIRS assessments
HSE inspections
Insurance surveys
ISO certification audits

11. Key Performance Indicators¶

The system monitors:

Equipment availability percentage
Planned vs reactive maintenance ratio
Calibration compliance rate
Defect closure time
Maintenance cost per equipment hour
Statutory inspection compliance

12. Document Location¶

Physical certificates and records are filed:

Calibration certificates: Office filing system - Equipment folder
Service records: Individual equipment files
Inspection reports: Site folders and equipment files
Electronic copies: Scanned and stored in company system

This document forms part of A M Water Services Limited's Integrated Management System and should be read in conjunction with relevant equipment SOPs and manufacturer's operating instructions.

Note: This is a reference document only. The live equipment status and maintenance schedules are maintained in the master log controlled by Leanne Mason with administrative support from Leanne Mason.

Audit trail¶

Date	Action	By	Details
Prior	See Document Control table above	—	Historical revisions recorded separately
24/04/2026	Rev 3 drafted	Sean Ashton, HSQE Consultant	2026 annual refresh. Standardised doc-control header. Added downloadable companion file. Cross-referenced APP_05 (Risk Register), APP_09 (COSHH), APP_10 (Legal Register) where relevant. Audit trail regularised.

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. Compliance is therefore continuous, not gated on a single annual meeting.

This document forms part of A M Water Services Limited's Integrated Management System. Paper copies are uncontrolled when printed.

Local controlled copy

Word version of this controlled document (for offline / paper records):

Download APP_14 (.docx)

The page above is the master source — the Word doc is a snapshot for offline use.