Keeping switchgear in top condition is not just about preventing breakdowns. It’s about keeping people safe, ensuring everything runs smoothly, and avoiding costly surprises. For electrical engineering companies in Kenya, having skilled engineers is important—but that’s only part of the story. The other key part? Maintenance records. How well they document each service task can make a big difference in performance, reliability, and compliance.
Let’s break down what you need to know about recording switchgear maintenance—and share some expert tips to make your system even better.
What to Include in Your Maintenance Records
The more detailed your records, the more useful they’ll be. Here’s what every switchgear maintenance log should cover:
- Switchgear identification: Start with the basics—type, model, and serial number. This helps you tell similar units apart and makes it easier to find spare parts or track performance over time.
- Date and time of service: Always record when maintenance takes place. This helps with planning future checkups and ensures you stick to the service schedule.
- Type of maintenance: Note whether it’s routine or an emergency repair. If breakdowns keep happening, you’ll spot the trend early and can act before things get worse.
- Details of the work done: Be clear about what was carried out—cleaning contacts, running insulation tests, replacing components, and so on. This gives the next technician a clear picture of what’s already been done.
- Parts replaced: Log each part’s details, including serial numbers. This helps with warranty tracking and makes future replacements easier.
- Test results: Don’t forget to include readings from any tests. Results from insulation resistance or dielectric strength tests tell you a lot about the equipment’s condition.
Best Practices for Recording Maintenance
Good data matters, but so does how you collect and store it. Here’s how to improve your recording process:
- Use a CMMS: A Computerised Maintenance Management System keeps everything organised in one place—schedules, documentation, parts tracking—you name it.
- Go cloud-based: With cloud storage, you can update records from anywhere. This is especially useful if your team works across different sites or regions.
- Use barcode or RFID tags: Scanning equipment with a barcode or RFID tag pulls up the full maintenance history instantly. It saves time and cuts down on errors.
- Stick to standard forms: Using a consistent template for each job ensures you don’t miss any important details.
Empowering Engineers to Keep Better Records
Even the best tools won’t help if your team doesn’t use them properly. Here’s how to set your engineers up for success:
- Offer proper training: Teach your team why documentation matters and show them how to use the systems effectively.
- Run regular audits: Review your records regularly to catch any gaps or mistakes early. This keeps your documentation accurate and up to standard.
Accurate maintenance records aren’t just paperwork—they’re a core part of running a safe and efficient electrical system. With the right tools, good habits, and smart technology, you can stay ahead of problems and keep your equipment running strong.
As one of the top companies in electrical engineering in Kenya, we know the importance of proper documentation of switchgear maintenance. Our team of engineers are properly trained to perform the task. They ensure that the task meets the highest safety and performance standards. It ensures the protection of equipment and personnel from electrical hazards. We give high importance to ensure the safety and efficiency of our electrical operations.