Re: Equipment Maintenance Procedure
This is an area where most people choose not to have a procedure for practical reasons. You need to list all your equipments that need maintenance, when to do it and what to check/maintain or change based on manufacturer's recommendation (usually daily, weekly, monthly, quarterly and yearly) as found in their manual or based on your in-house practice/experience.
Next you organized them into a matrix to become your maintenance schedule and finally, you may want to show evidence that it had been carried out by having the relevant people signed at the relevant areas of your schedule/form.
As Harry has said, some organizations, especially small ones, prefer to accept the risk [and cost] of an occasional disaster over the expense and effort of maintaining a specific
preventive maintenance schedule, versus a nominal "replace it when it breaks" philosophy.
There are dozens of analogies you might use, but the most familiar may be how some individuals maintain their personal auto: Some change oil, drive belts, tires, batteries, spark plugs, etc. on a regular basis while others merely fill the gas tank when it reads empty and only add oil when the little amber idiot light on the dash blinks. Batteries, belts, tires, etc. only get changed when and if they fail.
The guy who lives across the street from me is in the preventive maintenance category and does keep a separate chart for each of his three vehicles with the schedule and checkoff for each task accomplished - some are daily, some weekly, some mileage based. He also keeps an inventory of the replacement components so he needn't run to a store frequently to buy parts and supplies.
I, on the other hand, take my vehicles to a service shop at regular mileage intervals at which time we run a diagnostic on all systems, replacing some items on a regular basis (fluids, belts, spark plugs, etc.) and others only if they appear to be near a failure point.
Neither of us is more right or wrong than the other, only that we have assigned different risk levels in our
FMEA of vehicle operation.