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Inventory and History Files 19

CHAPTER 3

INVENTORYAND

HISTORY FILES

n inventory of all items of facilities and equip-ment is the foundation of the controlled main-tenance management system. Each facility andequipment item must have its own inventory

or history file. It should list all pertinent information such

as nomenclature, type, manufacturer, model number, se-rial number, identification (Pump No. 1, P-1), purchasedate, installation cost, utility requirements, location, etc.

INVENTORY AND HISTORY FILES

The history files provide a central source of referencedata. These data can be retrieved readily and include allcompleted maintenance and repair including labor andmaterial costs and all actions accomplished on a particularfacility or equipment item. Information that can be ob-tained from the file include: Repetitive adjustment of aparticular machine or repetitive repair of a particular part

on a machine.

A

Copyright 2002 by The Fairmont Press.

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A determination of when an item is reaching the endof its economical useful life. The determination will besubstantiated by accurate data showing the annual and in-

creasing cost of repair. If there is a question of rebuildingthe item or replacing it, compare the present value plusthe cost of rebuilding versus the cost of a new replace-ment.

Example:

Present value of machine $ 3,500Cost of rebuilding 45,000

Estimated cost of repairs next year 7,500

$56,000

Cost of new machine $46,000

Cost of installation 3,500

Estimated cost of repairs first year 500

$50,000

$56,000 $50,000 = $6,000 saved in the first year by replac-ing the old machine.

Additional information that will be obtained:

Accurate data on the cost of maintaining varioustypes of equipment and facilities under various condi-tions of use, climatic conditions, etc.

A means to evaluate various types of construction andmaintenance practices.

Copyright 2002 by The Fairmont Press.

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The frequency of inspections and the deficienciesfound.

SCOPEAND TYPEOF INFORMATION

Data accumulated in the history files should be lim-ited to useful facts and statistics of a long range nature.Information that should be included are dates and types ofrepair, labor and material costs and running totals of costs.

All entries should be by fiscal year. Completed work or-ders, with labor and material costs, will provide the re-quired posting data for the permanent record.

When an electric motor or other item of equipment isreplaced, subsequently repaired and put into the stockroom for later use, the items history file should show thisinformation. The new location will be shown when the

item is returned to service.

AS-BUILT DRAWINGS

This is a very good time to get your as-built drawingsup to date. If the facility is more than a few years old it isquite likely that the utility distribution systems, i.e., water,steam, electrical, etc., have been modified and no one re-corded the changes. This can lead to dangerous situations.Does everyone know where the shut off valve is in case ofa rupture in a steam, air or water line? Or where the dis-connect switch is for a particular electrical circuit? Even

new facilities have errors in the as-builts. Any changes ina utility system should be recorded immediately on theappropriate drawing with the date of the change.

Copyright 2002 by The Fairmont Press.

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Updating the as-built drawings should be performedat the same time that the physical inventory is made. Allvalves, 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 inventoryby system, the as-built drawings should be by system. Thevarious systems as-builts should be consolidated for easyreference when the updating is completed. Setting up the

utility systems into major systems and subsystems willmake the tasks much easier for the maintenance personnelwhen they are reviewing the as-builts. You may wish toput the as-builts on a computer for easier review and morepermanency.

Another suggestion that maintenance personnel likeis to develop maintenance manuals by area. Each manual

will have schematics of the systems and subsystems. Theschematics will show the location of each valve, gauge,etc., with the identifier number. The manual will containthe manufacturers parts manuals with cutaway drawingswith part numbers. The maintenance technician thenknows the exact part number to draw from supply. Thiseliminates the guess work when replacing parts.

Copyright 2002 by The Fairmont Press.