Compliance6 min read
How to Keep Maintenance Records for Audits
Whether for safety inspections, insurance, or compliance - here's how to keep maintenance records that hold up to scrutiny.
Why Maintenance Records Matter
Good maintenance records are valuable for:
- Safety audits and inspections
- Insurance claims (prove you maintained equipment properly)
- Warranty claims (prove you followed service schedules)
- Equipment resale (documented history increases value)
- Legal protection (demonstrate due diligence)
What to Document
For each maintenance event, record:
- Date of service
- Equipment identifier (name, serial number)
- Service performed (specific description)
- Who performed the work
- Current usage reading (hours, mileage)
- Parts used (if applicable)
- Any observations or concerns noted
How Long to Keep Records
| Record Type | Retention Period |
|---|---|
| General maintenance logs | Life of equipment + 3 years |
| Safety inspection records | Minimum 5 years |
| Warranty-related records | Warranty period + 2 years |
| Vehicle inspection records | Per local regulations |
When in doubt, keep records longer rather than shorter.
Digital vs Paper Records
Digital records are increasingly preferred because they're:
- Easier to search and retrieve
- Less likely to be lost or damaged
- Automatically dated and timestamped
- Easier to back up
- Accessible from anywhere