← Lessons 13-Planned Preventive Maintenance
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1. INTRODUCTION 2. THE IMPORTANCE OF PLANNED MAINTENANCE 3. PROGRAMME PLANNING 4. PROGRAMME OBJECTIVE 5. THE SYSTEM AND PROCEDURE 6. IN-HOUSE MAINTENANCE 7. CONTRACTED OUT MAINTENANCE 8. DOCUMENTATION 9. ELECTRONIC RECORD KEEPING 10. CONCLUSION QUICK EXAM NUMBERS / FACTS – MEMORISE THESE 12. FINAL MEMORY CHECKLIST

9. ELECTRONIC RECORD KEEPING

  • Digital systems can centralise maintenance data and link schedules, history and accounting.
  • Systems should allow hard copies on request, be tamper-proof, identify what was checked and by whom, and provide a clear audit trail.
  • Maintain fleet-wide electronic records, digital planners, driver walkaround/defect apps and a compliance dashboard.
  • Meet data-protection requirements, including GDPR.
  • Use automated backup and disaster recovery.
  • Security should include date/time stamping and password/PIN authentication.
  • Where contractors are used, maintain a clear audit trail between operator and maintenance provider.