APP_14 — Calibration and Equipment Maintenance Log¶

Document Information

Field	Value
Document Reference	APP_14
Issue Number	4
Issue Date	13 May 2026
Next Review	13 May 2027
Controlled By	Jason May (Supervisor — operational) · Leanne Mason (Director — administrative)
Approved By	Aaron Mason, Managing Director

Reference document — points to the live equipment master log

This page is the controlled reference for the Calibration & Equipment Maintenance Log system. It describes scope, categories tracked, status indicators and responsibilities.

The live equipment log is maintained operationally by Jason May with administrative support from Leanne Mason at the AMWS office. That live log is the single source of truth for LOLER, PUWER, PAT, calibration and inspection statuses across plant, vehicles, tools and PPE. The Excel snapshot below is a downloadable copy refreshed for audits / SARs; it is not the live record.

Download Excel snapshot

For current equipment status, defects or maintenance schedules, consult Jason May (operational) or Leanne Mason (administrative).

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¶

Jason May (Supervisor — operational lead)

Maintains the master equipment log (operational fields)
Schedules maintenance and calibrations against operational priorities
Reviews defect reports and decides on quarantine
Conducts weekly equipment inspections
Verifies equipment status before allocation
Ensures statutory compliance (LOLER, PUWER, PAT, MOT)

Leanne Mason (Director — administrative support)

Maintains service-provider contacts and contracts
Processes maintenance invoices
Files calibration certificates
Updates administrative fields in the master log

Aaron Mason (Managing Director)

Approves equipment-replacement capital decisions
Final escalation point for safety-critical defects
Reviews compliance posture at the standing weekly call

Operatives

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

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 operationally by Jason May (Supervisor) with administrative support from Leanne Mason.

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	01/06/2026	Aaron Mason, Director	Annual review — content reaffirmed.
4	13/05/2026	Aaron Mason, Director	Reference-pointer pattern restored: this page is the controlled reference; Jason May (operational) and Leanne Mason (administrative) maintain the live master log. Responsibilities section restructured to consolidate Jason as operational lead and Leanne as administrative support (removed duplicate Director / Leanne split). No scope change.

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.