Our corporate document management team has outlined a policy to retain maintenance records for five years before disposal. As a reliability expert, I believe that discarding maintenance history older than five years could have significant implications. I believe that a machine's history should be preserved for the duration of its lifespan and even for similar machines. Are there established guidelines or standards that address this issue? I aim to present strong evidence to support my stance to our document management team and convince them to reconsider their retention policy. Changes are unlikely to be made based solely on my recommendation.
I am unable to provide specific guidelines or standards for this situation. In a previous role, my company implemented a corporate policy regarding document retention which may be similar to your current situation. It is important to consider how data is electronically stored in the CMMS system. When closing Maintenance Orders, do you input the comments written by technicians on the hardcopy orders? This practice ensures all information is accurately recorded and easily accessible.
Our maintenance technicians input their comments directly into the CMMS system, which then becomes a permanent part of the electronic equipment record when work orders are closed. The topic arose earlier today when I overheard our designated "document manager" discussing the CMMS and its five-year data retention policy.
The concept of retaining records for a period of 5 years is commonly seen in industries handling non-technical (financial) documentation. In certain banking and institutional settings, this practice is mandated by law due to the high volume of paperwork being processed daily. For instance, if a business has 50,000 clients and needs to create paperwork for numerous transactions such as address changes and debt payments, the volume of paperwork can be overwhelming. However, when managing a smaller number of assets, the amount of paperwork generated is significantly reduced. In my view, it is more efficient to dispose of paperwork once the corresponding asset is no longer in use. If the asset is sold, it is advisable to transfer all documentation including parts and manuals to the new owner. It is crucial to question the rationale behind destroying maintenance records. If the reason provided is simply "corporate policy" or compliance with ISO standards, one should inquire about the benefits of this practice. In industries like nuclear or chemical plants, the consequences of destroying evidence of mandatory inspections due to arbitrary time frames can be severe. It is important to consider the long-term implications of such actions and the potential headaches that may arise as a result.
One concern to consider is whether you will be able to electronically transfer your maintenance history to a new CMMS if it changes next year.
I concur with your viewpoint, Steven, on the importance of retaining these records for as long as we possess the machine. Regarding the CMMS background, I am employed at the North American branch of a global corporation. A few years back, there was a push from the corporate level for all North American facilities to adopt a unified commercial CMMS system. Although this was supposed to be a three-year initiative, in the meantime, we created a custom web-based CMMS. However, the corporate project did not come to fruition, so now we are left with our temporary solution for the foreseeable future. Despite the circumstances, we are in a better position now than before. It was crucial for our homegrown system to have data portability since it was only a temporary measure. I have reservations about our electronic document management software, which automatically deletes documents that surpass their retention period. While this software has not yet been implemented on the CMMS database, it will impact other important documents like reports from regular PdM inspections (both internal and outsourced). Additionally, I am uneasy about non-technical personnel dictating when we should dispose of maintenance records.
I agree with your perspective. As a quality assurance manager, I've witnessed scenarios wherein historical maintenance data, well beyond the five-year mark, proved invaluable in predicting and preventing mechanical issues in other similar machines. Moreover, records over a longer duration can reveal patterns and trends that cropped up despite routine servicing and improvements. ASME and ISO have some guidelines on record keeping, but much depends on the specific industry you're in. I would suggest gathering case studies from reputable organizations that follow extended retention policies. These can be excellent factual supports for your argument when presenting to the document management team. Also, a cost-benefit analysis demonstrating potential savings from predictive maintenance using historic data could be persuasive.
I completely agree with your standpoint. Past maintenance records are a gold mine of information and discarding them might leave us blind to certain recurring faults or patterns that only become evident over a long period of time. Association for Information and Image Management (AIIM) and ISO 15489-1:2016 are industry standards addressing record management and both highlight the significance of setting appropriate retention timelines based on the value and utility of the information. Instead of a blanket five-year retention policy, perhaps consider classification of records based on the criticality of the equipment, the severity of the faults, and other factors. There's a convincing argument to be made here and I believe the ISO standards can provide the authoritative leverage you need.
I totally see where you're coming from and agree with your point. The duration of record retention can significantly vary based on the type of equipment and its expected lifespan, but a general rule of thumb is to keep such records for the equipment's operational life. Standards like ISO 55000 place a high emphasis on the value of information and knowledge management, especially in asset management and reliability. Indeed, historical maintenance records can provide valuable insights into machine performance trends and aid in predicting future machine issues - invaluable for predictive and preventive maintenance approaches. It's worth highlighting these arguments to your team, as tossing such potentially useful data might lead to lost knowledge and hinder efficiency in the long run.
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Answer: - Preserving maintenance history for the lifespan of machines is crucial because it provides valuable insights into the machine's performance, reliability, and potential issues over time. This information is essential for making informed decisions regarding maintenance, repairs, and replacements.
Answer: - Discarding maintenance history older than five years can result in the loss of valuable data that could help in identifying patterns, trends, and critical information about the machine's history and maintenance needs. This could lead to increased downtime, unexpected failures, and higher maintenance costs.
Answer: - Yes, there are established guidelines and standards, such as those outlined in reliability engineering practices and industry-specific regulations, that emphasize the importance of preserving maintenance history for the lifespan of machines. These guidelines often recommend retaining maintenance records for the entire lifespan of the equipment for analysis and reference.
Answer: - To convince the document management team to reconsider their retention policy, you can compile case studies, industry best practices, and data demonstrating the benefits of retaining maintenance history for the lifespan of machines. You can also highlight the potential risks and costs associated with discarding valuable maintenance information. Collaborating with reliability experts and referencing established guidelines can strengthen your argument
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