Build a compact plant maintenance & inspection log that meets WHS duties and cuts breakdowns
Why a compact log matters for WHS and uptime
Keeping a concise, consistent maintenance and inspection log helps you meet duties under the WHS Act and Safe Work Australia guidance, and it reduces unplanned breakdowns by catching faults early. The Safe Work Australia Model Code of Practice: Managing the risks of plant in the workplace (published May 2018, updated Nov 14 2024) makes clear PCBUs must ensure maintenance, inspection and testing are carried out by a competent person and in line with manufacturer guidance or competent advice. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
What the Code requires you to record
The Code lists the kinds of records a person with management or control of plant should keep: tests, inspections, maintenance, commissioning, decommissioning, dismantling and alterations. For certain safety systems it sets minimum retention periods (for example, some safety‑system records must be kept for five years or the life of the plant). Keeping these records also helps demonstrate your risk‑management process. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
Make a compact log: fields to include (and why)
Design your log so it’s fast for operators and useful for managers. Include:
Date and time — shows when checks were done.
Plant ID/serial and location — links the entry to a specific machine.
Faults found — short description and risk (e.g. high/low).
Actions taken — repaired, isolated, out of service, temporary control measures.
Follow‑up required and target date — who is responsible.
Service/maintenance performed (hours/metres) and parts used — for later analysis and warranty records.
How often to check (practical approach)
The Code does not mandate blanket intervals — it requires maintenance and inspection ‘in accordance with the manufacturer’s recommendations, or the recommendations of a competent person’ — so make the manufacturer’s schedule your baseline. For operational practice, use a layered routine: a daily pre‑start walkaround by the operator; a weekly visual/functional check documented in the log; and periodic servicing/inspection to the manufacturer’s schedule or hours‑based plan (or the frequency recommended by a competent technician). Always escalate items that create immediate risk by isolating the machine until repaired. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
Keep it simple and auditable
Use a single page or a tablet form per machine so entries are quick. Retain records as advised by Safe Work Australia: registered plant and certain safety systems have explicit retention requirements (for example, five years or the life of the plant). Keep paper or digital folders organised so you can produce evidence of inspections, maintenance and competency if asked by your regulator. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
Final tips
Train operators on how to use the log. Review entries weekly to spot recurring faults and schedule preventive repairs. If manufacturer information is absent, get a competent person to recommend inspection and service intervals and document that advice. For full regulatory detail and the Code’s publication/update dates, refer to the Safe Work Australia Model Code of Practice. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/doc/model-code-practice-managing-risks-plant-workplace))
Build a compact plant maintenance & inspection log that meets WHS duties and cuts breakdowns
Build a compact plant maintenance & inspection log that meets WHS duties and cuts breakdowns
Why a compact log matters for WHS and uptime
Keeping a concise, consistent maintenance and inspection log helps you meet duties under the WHS Act and Safe Work Australia guidance, and it reduces unplanned breakdowns by catching faults early. The Safe Work Australia Model Code of Practice: Managing the risks of plant in the workplace (published May 2018, updated Nov 14 2024) makes clear PCBUs must ensure maintenance, inspection and testing are carried out by a competent person and in line with manufacturer guidance or competent advice. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
What the Code requires you to record
The Code lists the kinds of records a person with management or control of plant should keep: tests, inspections, maintenance, commissioning, decommissioning, dismantling and alterations. For certain safety systems it sets minimum retention periods (for example, some safety‑system records must be kept for five years or the life of the plant). Keeping these records also helps demonstrate your risk‑management process. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
Make a compact log: fields to include (and why)
Design your log so it’s fast for operators and useful for managers. Include:
How often to check (practical approach)
The Code does not mandate blanket intervals — it requires maintenance and inspection ‘in accordance with the manufacturer’s recommendations, or the recommendations of a competent person’ — so make the manufacturer’s schedule your baseline. For operational practice, use a layered routine: a daily pre‑start walkaround by the operator; a weekly visual/functional check documented in the log; and periodic servicing/inspection to the manufacturer’s schedule or hours‑based plan (or the frequency recommended by a competent technician). Always escalate items that create immediate risk by isolating the machine until repaired. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
Keep it simple and auditable
Use a single page or a tablet form per machine so entries are quick. Retain records as advised by Safe Work Australia: registered plant and certain safety systems have explicit retention requirements (for example, five years or the life of the plant). Keep paper or digital folders organised so you can produce evidence of inspections, maintenance and competency if asked by your regulator. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/sites/default/files/2024-11/model_code_of_practice-managing_the_risks_of_plant_in_the_workplace-nov24.pdf))
Final tips
Train operators on how to use the log. Review entries weekly to spot recurring faults and schedule preventive repairs. If manufacturer information is absent, get a competent person to recommend inspection and service intervals and document that advice. For full regulatory detail and the Code’s publication/update dates, refer to the Safe Work Australia Model Code of Practice. ([safeworkaustralia.gov.au](https://www.safeworkaustralia.gov.au/doc/model-code-practice-managing-risks-plant-workplace))
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Looking for practical tools and information? Earthmoving Equipment Maintenance Log Bundle.
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