Compliance5 min read
What Maintenance Records Should Small Businesses Keep?
A practical guide to maintenance documentation. What you need, what's optional, and how to stay organized.
Essential Records (Keep These)
For Each Asset
- Make, model, serial number
- Purchase date and cost
- Current location
- Status (active/inactive)
For Each Service
- Date performed
- What was done
- Who did it
- Usage reading at time of service
Nice to Have (If You Can)
- ○Parts used and part numbers
- ○Cost of service/parts
- ○Notes and observations
- ○Photos of issues found
- ○Copies of invoices from vendors
Industry-Specific Requirements
| Industry | Common Requirements |
|---|---|
| Transportation | Vehicle inspection records, driver logs |
| Food/Beverage | Equipment cleaning logs, temperature records |
| Manufacturing | Machine safety inspections, calibration records |
| Construction | Equipment certifications, inspection records |
Check with your industry association or regulator for specific requirements.