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Inventory and History Files




n inventory of all items of facilities and equipment is the foundation of the controlled maintenance management system. Each facility and equipment item must have its own inventory or history file. It should list all pertinent information such as nomenclature, type, manufacturer, model number, serial number, identification (Pump No. 1, P-1), purchase date, installation cost, utility requirements, location, etc.




The history files provide a central source of reference data. These data can be retrieved readily and include all completed maintenance and repair including labor and material costs and all actions accomplished on a particular facility or equipment item. Information that can be obtained from the file include: Repetitive adjustment of a particular machine or repetitive repair of a particular part on a machine.

Copyright 2002 by The Fairmont Press.

A determination of when an item is reaching the end of its economical useful life. The determination will be substantiated by accurate data showing the annual and increasing cost of repair. If there is a question of rebuilding the item or replacing it, compare the present value plus the cost of rebuilding versus the cost of a new replacement. Example: Present value of machine Cost of rebuilding Estimated cost of repairs next year $ 3,500 45,000 7,500 $56,000 $46,000 3,500 500 $50,000

Cost of new machine Cost of installation Estimated cost of repairs first year

$56,000 $50,000 = $6,000 saved in the first year by replacing the old machine. Additional information that will be obtained: Accurate data on the cost of maintaining various types of equipment and facilities under various conditions of use, climatic conditions, etc. A means to evaluate various types of construction and maintenance practices.

Copyright 2002 by The Fairmont Press.

The frequency of inspections and the deficiencies found.






Data accumulated in the history files should be limited to useful facts and statistics of a long range nature. Information that should be included are dates and types of repair, labor and material costs and running totals of costs. All entries should be by fiscal year. Completed work orders, with labor and material costs, will provide the required posting data for the permanent record. When an electric motor or other item of equipment is replaced, subsequently repaired and put into the stock room for later use, the items history file should show this information. The new location will be shown when the item is returned to service.

This is a very good time to get your as-built drawings up to date. If the facility is more than a few years old it is quite likely that the utility distribution systems, i.e., water, steam, electrical, etc., have been modified and no one recorded the changes. This can lead to dangerous situations. Does everyone know where the shut off valve is in case of a rupture in a steam, air or water line? Or where the disconnect switch is for a particular electrical circuit? Even new facilities have errors in the as-builts. Any changes in a utility system should be recorded immediately on the appropriate drawing with the date of the change.

Copyright 2002 by The Fairmont Press.

Updating the as-built drawings should be performed at the same time that the physical inventory is made. All valves, drains, traps, disconnects, gauges, and equipment should be given an identifier number, e.g., pump - P43, and noted on the as-built drawing. If you are making the inventory by area, the as-built drawings can be made by area. If you make the inventory by system, the as-built drawings should be by system. The various systems as-builts should be consolidated for easy reference when the updating is completed. Setting up the utility systems into major systems and subsystems will make the tasks much easier for the maintenance personnel when they are reviewing the as-builts. You may wish to put the as-builts on a computer for easier review and more permanency. Another suggestion that maintenance personnel like is to develop maintenance manuals by area. Each manual will have schematics of the systems and subsystems. The schematics will show the location of each valve, gauge, etc., with the identifier number. The manual will contain the manufacturers parts manuals with cutaway drawings with part numbers. The maintenance technician then knows the exact part number to draw from supply. This eliminates the guess work when replacing parts.

Copyright 2002 by The Fairmont Press.