Asset Maintenance Log
Overview
Asset Maintenance Log – Business Overview
The Asset Maintenance Log is a business record used to track and document all maintenance activities performed on company assets. It provides a clear history of inspections, repairs, servicing, and corrective actions, helping organizations protect asset value, reduce downtime, and ensure operational continuity.
What the Asset Maintenance Log Is Used For
The Asset Maintenance Log is used to formally record maintenance work carried out on physical assets such as machinery, vehicles, equipment, or facilities. It serves as a single source of truth for:
- What maintenance was performed
- When it was performed
- Why it was needed
- Who was responsible
- What costs or resources were involved
This ensures transparency, accountability, and better decision-making around asset management.
Prerequisites and Setup Requirements
Before using the Asset Maintenance Log, the following should be in place:
- Assets must be registered in the system with clear identification and ownership
- Maintenance responsibilities should be defined (internal teams or external vendors)
- Maintenance categories or types (preventive, corrective, emergency) should be understood by users
- Basic asset policies such as service frequency or approval rules should be established
Having these in place ensures maintenance records are consistent and meaningful.
Typical Workflow and Business Process Fit
The Asset Maintenance Log fits into the broader asset lifecycle and maintenance management process:
Maintenance Need Identified
- Triggered by scheduled servicing, inspection findings, breakdowns, or safety concerns
Maintenance Activity Performed
- Work is carried out by internal staff or an external service provider
Maintenance Recorded
- Details of the work are documented in the Asset Maintenance Log, including date, nature of work, and outcome
Review and Approval (if applicable)
- Supervisors or asset managers review the record for accuracy and compliance
Asset History Updated
- The log becomes part of the asset’s maintenance history, supporting future planning and audits
Key Business Scenarios Where It Is Essential
The Asset Maintenance Log is especially important in the following scenarios:
- Preventive maintenance programs to avoid unexpected breakdowns
- Regulated industries where maintenance records are required for audits or inspections
- High-value or critical assets where downtime directly impacts revenue
- Warranty and service claims, where proof of proper maintenance is needed
- Cost control and budgeting, by analyzing maintenance frequency and expenses
Important Considerations for Users
- Accuracy matters: Maintenance details should be recorded promptly and clearly
- Consistency is key: Use standardized descriptions to allow meaningful analysis over time
- Review regularly: Asset managers should periodically review logs to identify recurring issues
- Use for decisions: Maintenance history should inform repair vs. replacement decisions
- Compliance awareness: Ensure logs meet internal policy and external regulatory requirements
Business Value Summary
The Asset Maintenance Log helps organizations extend asset life, reduce operational risk, control maintenance costs, and maintain compliance. By maintaining a reliable maintenance history, businesses can move from reactive repairs to proactive asset management.
Basic Information
- Module: Assets
- Document Type: Document
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| asset_maintenance | Asset Maintenance | Link | Asset Maintenance | Linked Dafater asset maintenance plan reference | |
| naming_series | Series | Select | ✓ | ACC-AML-.YYYY.- | Auto-generated Dafater log numbering series |
| asset_name | Asset Name | Read Only | - | Asset name derived from Dafater asset record | |
| item_code | Item Code | Read Only | - | Item code associated with the maintained asset | |
| item_name | Item Name | Read Only | - | Item name associated with the maintained asset | |
| task | Task | Link | Asset Maintenance Task | Linked Dafater asset maintenance task | |
| task_name | Task Name | Data | - | Maintenance task title for business reference | |
| maintenance_type | Maintenance Type | Read Only | - | Type of maintenance defined in Dafater plan | |
| periodicity | Periodicity | Data | - | Scheduled maintenance frequency for this task | |
| has_certificate | Has Certificate | Check | - | Indicates whether maintenance completion certificate is required | |
| certificate_attachement | Certificate | Attach | - | Upload compliance or maintenance completion certificate | |
| maintenance_status | Maintenance Status | Select | ✓ | Planned, Completed, Cancelled, Overdue | Current status of maintenance lifecycle |
| assigntoname | Assign To | Read Only | - | Person assigned to perform the maintenance task | |
| taskassigneeemail | Task Assignee Email | Data | - | Email address of assigned maintenance performer | |
| due_date | Due Date | Date | - | Planned date by which maintenance should be completed | |
| completion_date | Completion Date | Date | - | Actual date maintenance task was completed | |
| description | Description | Read Only | - | System-generated description from Dafater maintenance task | |
| actions_performed | Actions performed | Text Editor | - | Details of work performed during maintenance activity | |
| amended_from | Amended From | Link | Asset Maintenance Log | Reference to original Dafater maintenance log record |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Manufacturing User | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Asset Maintenance | Links to | Assets |
| Asset Maintenance Log | Links to | Assets |