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I thought I'd share a process we use to make sure all our machines are maintained properly.
When we get a new machine we determine all the maintenance requirements. More of the monthly, 6 month, 1 year type operations.
We then do a write up on the maintenance to be done at each interval. A simple example would be a vacuum pump for a CNC machine. The filter is blown out once a month but it is greased once a year.
We then create a recurring meeting notice for each machine and each interval. In the meeting notice there is a complete description of what needs to me done. We use Outlook to put the meeting/maintenance reminder on the calendar. A meeting reminder pops up at the appropriate time. You just print it and get it done or hand it to maintenance to get done.
Simple and effective. I am very particular about how we maintain our machines and over the years it has really paid out.
That is similar to what we have done in larger shops. We had a 3 ring binder with laminated sheets that explained the grease points, oil types, etc. and the time intervals. These were attached to every machine, out of harm's way. The maintenance was done by one individual, and he kept a log sheet on each machine - 3 ring binder again - that he checked off things as they were completed. Any parts replacement also went in here, as did oddities - shut downs, suspect breakers, phone call to tech support, etc.
More than once this info helped us with warranty parts or service, since we did not have to rely on memory.