Maintaining Equipment User Manuals

Many businesses have old plant and equipment they still use, but have lost or never had the manufacturer’s manual.

No Manual Poses a Legal Risk

Not having the manufacturer’s manual leaves the managers and organisation vulnerable to allegations of negligence, as it is important to be able to demonstrate that you use and maintain equipment in accordance with the manufacturer’s recommendations.

All Equipment Needs a User Manual

Sometimes the equipment is not old, but is “home-made”. The term home-made here is not intended to necessarily infer poor design or inferior quality, but to indicate staff and or contractors fabricated the equipment in-house. This is usually done to satisfy a specific and valid need, which is not catered for by commercially available products.

A user manual is required for all tools and equipment including unpowered equipment. Even small mobile work trolleys for use in service departments at car dealerships.

A recent project we assisted with involved “reverse-engineering” the documentation for a business who use temporary stands for group photography.

In this case the manufacturer had ceased operation and the drawings, specifications, and any computations (if ever done) were lost.

These types of stands are classified as temporary demount-able structures (TDS) and are commonly seen these days at major sporting events and entertainment venues for things like temporary grandstands, or catering or television camera platforms.

Without the manufacturer’s manual it is difficult to determine an appropriate inspection and maintenance regime, or indeed the correct assembly, transportation, or storage requirements.

Manufacturer’s user manuals typically include:      

•  Identification of item e.g. date & manufacturer, make, model and serial number;

•  Intended purpose & limitations on use e.g. maximum slope / speed;

•  User instructions and precautions including pre-use checks;

• Specifications including dimensions and performance;

• Structural drawings & computations e.g. structural integrity & stability;

•  Inspection and maintenance regime;

•  Storage, decommissioning, and disposal.

Tip: Keep the user instructions / manufacturer’s manual for all equipment and power tools. Consider making a copy for daily use which is kept with the equipment, and secure storage for the original document e.g. with asset register?

If you would like professional assistance to construct a user manual,  give us a call on 03 8544 4300 or email enquiries@safetyaction.com.au