How do instrument technicians keep instrument records?

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The instrument ledger does not belong to the bookkeeping system used in accounting; it is not one of the accounts kept during accounting processes. It is an auxiliary ledger created by enterprises in order to improve instrument management and gain more detailed information regarding the use and maintenance of instruments. It has no fixed format or structured pages, and enterprises can design it according to their actual needs, aiming for as much detail as possible so as to fully reflect information on the procurement, use, repair, and replacement of instruments. It is not necessary to record entries based on voucher numbers, but it is better if such numbers can still be included. A dashboard ledger is not an accounting term; it refers to the various texts, documents, and materials used by the instrument workshop to manage and record its daily operations – in essence, it is a kind of logbook. A dashboard ledger is a detailed record sheet. Specifically in warehouse management, the instrument ledger details the time, warehouse, and shelf at which each instrument was stored there by whom, as well as the total quantity. Similarly, outbound shipments also require corresponding outbound inventory records. To put it more clearly, an instrument ledger is simply a record of transactions in chronological order. The setup of instrument records is primarily designed to facilitate on-site maintenance of the instruments; it also serves as a basis for calibration and verification, as well as a record of fixed assets. The principle for maintaining instrument records is to ensure consistency between the actual conditions on site and the records kept in the instrument database; that is, the instrument tag numbers, installation locations, factory serial numbers of the instruments, as well as their measurement ranges, must all match those on site. It’s better to keep the records as detailed as possible, especially regarding aspects such as the flange connections used for installation, pipe diameters, nominal pressures, and displacement amounts. This provides a solid basis for replacing instruments with new ones in the future. It also offers great convenience when purchasing new instruments in locations where insulation measures or installation heights are special. The various calibration parameters, displacement amounts, installation heights, medium densities, and other details recorded in the instrument inventory can facilitate the maintenance and repair of these instruments. 1. The role of instrument records: Example – records related to production safety management. ① It serves to encourage self-discipline and strengthen safety management in the process of recording, organizing, and accumulating instrument-related data ； It is necessary to upgrade corporate management standards and improve the level of enterprise management ； It serves to provide self-protection for units and safety management personnel. ②Purpose of establishing a record-keeping system: To create a basic equipment management system that ensures production meets the required process standards, maintains consistency in quality and composition, and minimizes instrument-related failures. 2. Classification of instrument records: Instrument-related records are not only numerous but also complex. Changhui Instrument Manufacturing Co., Ltd. has analyzed statistical data from a large number of organizations that use instruments, and provides the following records for reference. Whether to maintain such records depends on the actual needs of each factory. Details of common instrument records: Instrument issuance record ； Register of measuring instruments ； Register of instrument automatic control systems ； Control loop ledger ； Interlock circuit ledger ； On-site instrument inspection point records ； Control system inspection point records ； Interlock circuit debugging record ； Instrument maintenance record ； Instrument failure handling record ； Measurement instrument verification/calibration record ； Control Plan Change Approval Form ； Control Plan Change Approval Form ； Chain change ledger ； Safety Instrumented System register ； Alarm interlock setting value ledger ； Chain work order ledger ； Chain work order ledger ； UPS charge and discharge record sheet ； Spare parts inventory ledger ； Record ledger of control system configuration modification records ； Control system password registration ledger ； Distribution map of flammable and toxic gas detection points ； Reports on the technical condition assessment of control instruments, etc. Safety production records generally include 14 categories: ① Safety responsibility documents (responsibility letters and contracts for safety production target management signed with the supervising authorities and various internal teams) ； ②Documents regarding the establishment of safety production organizations (leadership teams, safety organizations, etc.) ； ③Safety production management system (safety production responsibility system, safety technology measures plan, safety production education, regular safety production inspections, and systems for investigating and handling casualties). Job responsibilities of corporate registration safety officers, safety workers, team leaders, etc ； ④Systematic documents, notices, circulars, etc., formulated and issued by the higher-level departments in charge of work safety ； ⑤Safety awareness training materials, learning resources, and event materials. ⑥Safety production inspection documents. ⑦Security meeting minutes. ⑧Roster: Full staff roster, special operations personnel roster. ⑨Three-level training for new workers (including migrant workers and temporary workers). ⑩Materials for the management of mechanical, electrical and other equipment ⑪11, Safety technical briefing materials. ⑫Record book for the management of explosive materials. ⑬Emergency response plans for accidents, accident records and reporting documents, as well as materials related to the investigation and handling of safety incidents. ⑭Registration ledger for the purchase and distribution of safety equipment and personal protective gear. 3. Method of recording instrument inventory: The principle behind maintaining such records is to keep the information on site in sync with the records kept in the inventory books; therefore, timeliness in updates is very important. An efficient and effective method for recording inventory is thus essential. http://yunrun.com.cn/upload/201710/06/201710060246449080.png http://yunrun.com.cn/upload/201710/06/201710060248295739.png Manual recording for instrument records http://yunrun.com.cn/upload/201710/06/201710060249361057.png Custom software for instrument records http://yunrun.com.cn/upload/201710/06/201710060250168166.png ERP management systems for instrument records http://yunrun.com.cn/upload/201710/06/201710060250574711.png EAM asset management systems for instrument records http://yunrun.com.cn/upload/201710/06/201710060251438040.png ma*mo management software for instrument records http://yunrun.com.cn/upload/201710/06/201710060252435348.png OA systems for instrument records http://yunrun.com.cn/upload/201710/06/201710060253348779.png SuperTables for instrument records 4. Current status of instrument records Instrument records are created to facilitate on-site maintenance of instruments; the more detailed they are, the better. This is especially true regarding aspects such as flange connections, pipe diameters, nominal pressures, and displacement amounts. Such details provide a solid basis for replacing instruments with new ones. In locations where insulation or installation heights are special, this facilitates the purchase of new instruments. The various calibration parameters, displacement amounts, installation heights, and medium densities recorded in the instrument records also make it easier to carry out major repairs and maintenance on instruments. However, often due to excessive complexity, detailed requirements, and on-site constraints, we are unable to update and maintain them in a timely manner, which leads to inaccuracies in the records or issues with seamless data integration. It is very necessary to establish various records, whether using software or spreadsheets; the key lies in management, which requires regular maintenance and continuous improvement! Regarding the instrument records, Changhui Instruments has gathered the opinions of some professionals in this field; everyone is welcome to share their insights on the comment board: ① Do it. Instrument ledger: this is a record book that facilitates inquiries and statistics for those who work with instruments. ②With the establishment of information systems, ledger records are gradually converted into electronic form; by scanning the instruments, one can obtain all relevant information about them, including installation instructions, inspection guidelines, and maintenance advice. Operating procedure guidance. ③Updating the electronic ledger is a mess! Source: Changhui Instruments http://yunrun.com.cn/